Last updated: 7^th October 2026

Bryanston Square Trust (‘BST’), a statutory trust established by Act of Parliament, 54 George III, Cap 5. 17 December 1813 to manage Bryanston Square gardens via a Committee of Trustees elected at its Annual General Meeting, respects your privacy. This Policy explains how BST uses personal information in connection with the management, administration, maintenance and protection of the Garden.

The separate Website Terms of Use / Cookie Policy applies to access to and use of the BST Website.

Who We Are

BST is the organization that decides on the means and purposes of processing of the personal information described in this Policy (also referred to as the data “controller”). BST acts through its Committee in managing the Garden.

Contact Us

• BST correspondence address: Bryanston Square Trust, c/o McGlashans Property Services, 109-111 Crawford St, London W1H 2JE
• Privacy contact: BST@McGlashans.co.uk

Please contact us if you have a privacy question, want to update your details or wish to exercise your data-protection rights.

Whose Information We May Use

BST may process personal information about the Garden’s Permitted Users, which may include owners, tenants, other people entitled to use the Garden, authorised household members, accompanied guests, people making enquiries, complainants, witnesses, contractors, suppliers, advisers, and other persons involved with or interacting with the Garden and its operations.

In this Policy, Permitted Users means Garden Ratepayers, owners, tenants and fee-paying persons entitled to use the Garden, authorised household members, other permitted users and accompanied guests.

The Information We Use

The information we use depends on your relationship with BST, which may include:

• Entitlement to Garden use, access, payment and Garden-administration information;
• Garden fob or other access-credential information and relevant gate-access records (Entry Gate Data);
• CCTV images, date/time and related security or incident information;
• Business and professional contacts, service and payment information;
• Information provided in a report, complaint or enquiry, including photographs submitted by any interested person;
• Information needed to deal with an incident, claim, insurance, legal, regulatory or compliance matter; and
• Website and enquiry information, including information you provide through Website forms or communications and, where applicable, limited technical, cookie and similar-technology information generated through your use of the Website.

BST seeks to collect and use only information reasonably needed for Garden-related purposes.

Purposes For Which We Use Information

BST may use personal information to:

• Manage the Garden, including access and communications about Garden matters;
• Manage dues, rates, fees, payments and records;
• Arrange, manage and pay for Garden services;
• Maintain Garden Rules, access arrangements and safe Garden operation;
• Protect people, the Garden and Garden assets;
• Prevent, deter, detect and investigate unauthorised access, damage, theft, vandalism, misconduct and Garden Rules breaches;
• Receive and follow up reports, complaints, safety concerns and other material matters;
• Manage insurance, claims, disputes, legal, regulatory and governance matters;
• Operate, maintain and secure the BST Website and respond to Website enquiries, forms, reports and communications; and
• Carry out other activities related to the day-to-day and overall management of the Garden.

Our Legal Grounds

Under UK data-protection law, BST must have a lawful reason to use personal information. Depending on the circumstances or context, we rely on:

• The Act of Parliament 54 George III, Cap 5. dated 17 December 1813 — which established the Garden for the benefit of its Trustees as defined in the Act, and Permitted Users;
• Contracts with Garden Ratepayers or other Permitted Users — where information is needed to administer the Garden and access to it or related arrangements;
• Legal obligations — where the law requires us to use or retain information;
• Legitimate interests — where information is reasonably needed to administer, maintain, protect and manage the Garden, and those interests do not override an individual’s rights; and
• Consent — where consent is appropriate for a separate optional purpose.

CCTV and Garden Access Data

BST uses CCTV as a preventative security measure. It may cover Garden entrances and exits, selected assets, service-access areas and other locations with a defined security, safety, access-control or asset-protection purpose.

The CCTV system employed is motion-triggered and does not record audio. BST does not use facial-recognition software, automated biometric identification or profiling, behavioural analytics, people-counting, or other automated decision-making.

BST does not use CCTV or Entry Gate Data to routinely monitor ordinary Garden use, personal habits or daily movements. Information is accessed only by authorised people where there is a proper Garden-related reason, such as security, safety, maintenance or a specific incident.

BST may use limited after-hours CCTV for playground-equipment security. It is directed to the equipment and immediate security area and is not used to supervise children or ordinary Garden activity, because it is not activated during Garden hours. It is not a behaviour-management system and is used only for after-hours security.

CCTV signs are displayed where appropriate.

Reports, Complaints and Incidents

BST provides Notice Boards at or near Garden entrances explaining how people can report Garden concerns, including through a QR-code Report form and/or a reporting email address.

Information submitted in a report may include contact details, a description of the concern, time or location details and photographs if the person reporting chooses to send them. BST may use this information to assess the concern, communicate with the reporter where appropriate and decide whether further action is needed.

BST does not generally publish reports, complaints or incident information.

Sharing Information

BST may share relevant information with:

• Authorised Committee members;
• The Managing Agent, CCTV/Gate Contractor and other service providers acting for BST;
• Approved hosting, communications, reporting, accounting and technical-support providers;
• Insurers, accountants, legal advisers and other professional advisers; and
• Police, regulators, courts, public authorities or other appropriate recipients where necessary and lawful.

BST requires service providers acting on its behalf to use information only for authorised purposes and to apply appropriate security and confidentiality measures. Police, regulators, courts and public authorities receiving information for their own functions act independently of BST.

BST does not sell personal information or make it generally available to others.

International Transfers

BST generally does not intend to transfer personal information outside the UK. If BST needs to send such information outside the UK or share it with a service provider processing information outside the UK, BST will apply appropriate safeguards as required by law, which may include standard contractual clauses approved by applicable UK or EU authorities, and a copy of which may be made available if we receive a valid request.

How Long We Keep Information

BST keeps personal information only for as long as reasonably needed for the relevant purpose.

• Access, administration and payment information may be kept while needed for Garden administration, financial, legal or governance purposes.
• CCTV and Entry Gate Data are generally subject to the relevant system’s retention and automatic-overwrite settings.
• Information submitted through BST’s reporting arrangements is ordinarily retained electronically for one year, unless a longer period is needed for an incident, complaint, claim, insurance, police, legal, regulatory or other lawful matter.
• Incident, complaint, claim, insurance, legal and compliance information may be kept while needed for the relevant matter.

Optional Nature of Data Processing

Other than where we ask for your consent for data processing (such as for optional Website cookies), BST’s processing of personal data is necessary under applicable laws or our contracts with Garden Ratepayers and Permitted Users, for the reasons set out in this Policy.

If you wish to not provide personal data, to object to its processing, or to have it deleted, then we will inform you about limitations to the exercise of those rights or the potential effects of our not being able to process data in those circumstances.

Keeping Information Secure

BST uses appropriate security measures for the nature of the information and systems involved. These measures may include secure accounts, passwords, multi-factor authentication where available or necessary, restricted access, secure storage, confidentiality obligations, processor controls, backups and incident-response arrangements.

Your Rights

You may have rights to:

• Ask for information about how we use your personal information;
• Request a copy of your personal information;
• Ask us to correct inaccurate information;
• Ask us to erase or restrict information in certain circumstances;
• Object to processing based on legitimate interests;
• Obtain a machine readable copy of certain personal information for transfer to another data controller; and
• Complain about how we use your information.

Where BST processes your personal data based on your consent, you may withdraw such consent at any time. However, this will not affect the lawfulness of BST’s processing before such withdrawal.

To exercise a right, please contact BST at BST@McGlashans.co.uk or at the above office address. We may ask for information to verify your identity.

Where a request involves information about other people, BST may provide a redacted copy, edited CCTV footage, a summary or another proportionate response to protect their privacy.

Questions and Complaints

Please contact BST first if you have a concern.

You may also complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.

Website Terms of Use and Cookie Policy

For information about access to and use of the Website, including cookies and similar technologies and any choices available to you, please see BST’s https://bryanstonsquaregarden.com/bryanston-square-garden-website-terms/.

Updates to This Policy

BST may update this Policy from time to time. Any update will be published on the BST Website at https://bryanstonsquaregarden.com/privacy-policy/ with its updated date.