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Privacy
This privacy notice describes how RPMI Railpen Limited (‘Railpen’, ‘we’ or ‘us’) collect and use your personal information in accordance with relevant data protection legislation.

Railpen is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25 May 2018.

Railpen is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

 

What we collect
We may collect the following information:

  • name and job title/role
  • contact information including email address
  • contact information including email address
  • demographic information such as postcode and preferences
  • other information relevant to customer surveys and/or offers including information from third parties engaged by us, for example, survey/analytics providers, and that information includes:
                - device-specific information, including your device’s IP address, device type and country 
                  geographic information   
                - Log data including referring domain, pages visited and date and time when pages were
                  accessed


What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons: 

  • to provide you with information that you have requested or which we think may be relevant
  • to manage any communication between you and us
  • to liaise with you as an employer contact to resolve any administrative issues
  • administration of any contracts we may have with you
  • internal record keeping
  • business management and planning
  • we may use the information to improve our services including for survey purposes where we have engaged an analytics provider.
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances

1. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

2. Where necessary for the performance of a contract.
 


Data Sharing

Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you, or where we have another legitimate interest in doing so. 

How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Transferring information outside the EU
Our core systems, data, and administration services are all carried out and stored within the UK. However, maintenance support could be carried out overseas and therefore on rare occasions it may be necessary to transfer your data overseas. 

We will only transfer your personal information outside the EEA where either the transfer is to a country which the EU Commission has decided ensures an adequate level of protection for your personal information, or we have put in place our own measures to ensure adequate security as required by data protection law.

These measures include ensuring that your personal information is kept safe by carrying out security checks on our overseas partners and suppliers, backed by strong contractual undertakings approved by the relevant regulators such as the EU-style model clauses.

How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. 

Your rights
You have a number of rights under data protection legislation. These include the right to:

·         see the information we hold about you;

·         request personal data to be amended if it is inaccurate or incomplete;

·         request the deletion or removal of personal data where there is no compelling reason for its   
          continued use;

·         block or restrict the processing of your personal data in certain circumstances; and 
          object to the processing of your personal data in certain circumstances.

·         There is also a right under the GDPR to receive your personal data (in a structured, commonly
          used and machine-readable format) and to transfer your data to another service provider or data  
          controller. This right applies where your data is being processed on the basis of your consent or in
          line with a contract to which you are party. 

·         You may choose to restrict the collection or use of your personal information for direct
           marketing purposes at any time by writing to, or emailing us, at enquiries@rpmi.co.uk 

·         We will not sell, distribute or lease your personal information to third parties unless we have your 
          permission or are required by law to do so. 

Security
We are committed to ensuring that your information is secure. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

For more information about the information we collect, visit the Cookies page. 

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Further information
If you wish to exercise any of your rights or have concerns about the processing of your personal data, or wish to raise any issues in relation to data protection or how we handle your personal information, please contact the Data Protection Officer at RPMI Railpen: 

Data Protection Officer RPMI Railpen
Stooperdale Offices 
Brinkburn Road
Darlington
County Durham 
DL3 6EH

Tel: 0800 2 343434

Email: csu@rpmi.co.uk

If you are unhappy with how your personal information is being handled, you also have the right to make a complaint to the Information Commissioner’s Office, an independent body set up to uphold information rights, which will investigate your complaint.

Accessibility Statement
We are committed to ensuring that our website is accessible to everyone by conforming to web accessibility guidelines (Worldwide Web Consortium website). In this section we provide a range of information to help people access our site.

You can find out about:
• Having the website content read to you;
• How to customise your view of the site including changing the text size and the range of assistive technologies available to people with sensory or physical impairments.

If you have any questions or suggestions regarding the accessibility of this site please contact us.

Acrobat Reader (PDF) files
All documents on this website are PDF formatted documents which should open automatically through software called Acrobat Reader. If you do not have Acrobat Reader on your PC, you can download a free copy.

Resizing the text
You can make the text on your computer easier to see and read in a number of ways. The tools on the BBC's My Web, My Way website provide a quick and easy guide to resizing the text on this website. For more information visit http://www.bbc.co.uk/accessibility/guides/text_larger/
 
Screen Readers
You can make your computer talk in a number of ways, which can be a valuable facility for people who have difficulties with reading, for someone who can't see very well or at all, and for those who need to give their eyes a rest. The guides on the BBC's My Web, My Way website explain how to use the built-in speech function in your computer. http://www.bbc.co.uk/accessibility/guides/speak_text/
 
More help customising your computer to your requirements

If you have not found information here to help you view or navigate our site more easily, a visit to the BBC's My Web, My Way website might help.

It is an excellent site that provides advice and help to all those people who would benefit from making changes to their browser, operating system, or computer to be able to view and navigate websites more easily.

Standards compliance
Railpen is working to make this web site as accessible to everyone as possible. 

Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.