Privacy notice

This privacy policy sets out how RSSB uses and protects any information that you give RSSB when you use this website.

1.  Introduction

“Personal data” is any information about a living individual which allows them to be identified from the data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the Data Protection Act 2018, the General Data Protection Regulation 2016/679 (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act 1998.

This Privacy Notice is provided to you by Rail Safety And Standards Board Limited (“RSSB”) which is the data controller for your data. ICO registration number (Z8378773).

Whilst RSSB and the other data controllers will make every effort to ensure your privacy, it may be possible to identify you from the information you provide to us or other third party information. The purpose of this notice is to inform you about how we will deal with your personal data in the event that you can be directly or indirectly identified.

2. How we collect your personal information?

We process personal information that is provided to us directly by you, or when it is shared with us.

We collect information when you choose to submit it to us.  Throughout this site, for example, we provide opportunities to register to use the site, register for events, request a standard or other document, make an enquiry, subscribe to an e-newsletter, or participate in an online survey.  When we collect this type of information, we will notify you of the reason we are asking for information and how this information will be used.

In some cases we process special categories of data or sensitive personal data. For example, you may tell us details about an injury or disability. It may be possible to identify you if you are the next of kin, relative or associate of another person who is injured or dies as a result of an accident or incident. Where you share with us personal data about a third party, you should first obtain their consent unless it is not possible to do so or unfeasible, for example in an emergency.

We also share and receive personal information with the following data controllers (but only where necessary);

  • Our members, including passenger train operators, freight and other non-passenger train operators, infrastructure managers and owners, rolling stock owners and leasing companies, infrastructure contractors and suppliers and rolling stock manufacturers. Further information about RSSB membership  can be found here.
  • Our Affiliates. Further information about affiliation can be found here.
  • Our suppliers and partners including service providers, contractors, regulators and other industry bodies.

3. What personal information do we process?

Personal information that may be collected or shared with RSSB includes;

  • Names, titles, and aliases, photographs;
  • Contact details such as Job role, company details, telephone numbers, addresses, and email addresses;
  • Information required for processing any transactions or financial payments, such as account details, or credit card or billing information;
  • Information processed by cookies when you use our site or apps, in accordance with our Cookies Policy. This can include click data, timing and frequency of site visit. For more information, see https://www.rssb.co.uk/Cookie-policy
  • Where relevant, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants;
  • Where you provide this information, we may also process special categories of data or sensitive personal data, including details about an injury or disability;
  • Personal data collected as part of research, including internal analysis, or in relation to maintaining and managing standards.
  • Any other personal information that you supply to us.

4. How do we process your personal information and what is the legal basis?

When we process your personal information, we are required to have a legal basis for the processing. Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another data controller). We will always take into account your interests, rights and freedoms.

We will comply with all legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

Some of our processing is necessary for compliance with a legal obligation. For example, we are required to maintain certain records by law such as health and safety records.

We use your personal data for some or all of the following purposes and legal bases;

  • To enable us to meet all legal and statutory obligations (legal reasons);
  • To work with our members to create a safer, sustainable, more efficient railway (contractual reasons and / or for our legitimate interests);
  • To provide our members and stakeholders with tools & models, consultancy and support, guidance, industry systems, reports, training, standards, networks, groups & conferences, research and news (contractual reasons and / or legitimate interests);
  • To maintain our own accounts and records (legitimate interests and / or legal reasons);
  • To seek views or comments, including inviting you to participate in surveys or consultations (legitimate interests or consent);
  • To improve our products and services (legitimate interests);
  • Using data for statistical or analytical purposes (legitimate interests);
  • To process any transactions or financial payments required for goods or services (for contractual reasons and / or for legal reasons);
  • For prevention, detection or investigation of fraud or security incidents (for legitimate interests and / or legal reasons);
  • For marketing purposes, we may provide you with information on products and services which may be of interest (for our legitimate interests or with your consent);
  • For statistical or analytical purposes (for our legitimate interests);
  • Our processing also includes the use of CCTV systems for the prevention and prosecution of crime. (for legitimate interests and / or legal reasons).

Where your information is used other than in accordance with one of these legal bases, we will inform you.

5. Sharing your personal data

Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where necessary in accordance with applicable law. It is likely that we will need to share your data with some or all of the following (but only where necessary):

  • Our agents, servants and contractors. For example, we may ask a supplier to provide us with services;
  • Our members, affiliates and stakeholders
  • Government agencies, departments and
  • other third-party organisations such as the British Transport Police;

6. How long do we keep your personal data?

We will keep your personal information for as long as necessary for the purposes in which we are processing, unless the law permits or requires longer.  Some records may be kept permanently if we are legally required to do so. In general, we will endeavour to keep data only for as long as we need it. Where necessary we keep records for the establishment, exercise or defence of legal claims.

7. Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

 The right to access information we hold on you;

  • At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one calendar month
  • There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

 The right to correct and update the information we hold on you;

  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

 The right to have your information erased

  • If you believe that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
  • When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).

 The right to object to processing of your data

  • You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

 The right to data portability

  • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.

 You can withdraw your consent

  • If your personal information processed based on your consent as the legal basis, you can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

 The right to restrict the processing of personal data where applicable.

  • You have the right to restrict the processing of your data in certain circumstances.

The right to lodge a complaint with the Information Commissioner’s Office.

  • Please refer to section 10 of this privacy notice for further information and contact details.

8. Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the European Economic Area (EEA)will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

9.  Further processing

If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

10. Contact Details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:

11. How to make a complaint

If you are concerned with the way in which your personal data has been processed you may in the first instance contact the Data Protection Officer using the contact details above.

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: -

  • The Information Commissioner, Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF
  • Telephone: Switchboard: 01625 545 700
  • Data Protection Help Line: 01625 545 745
  • Notification Line: 01625 545 740
  • Email: mail@ico.gsi.gov.uk

12. Changes to this Privacy Notice

We may update this privacy notice from time to time. This privacy notice includes the date last updated.

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