Privacy Policy


This privacy notice describes how RPMI Railpen (“Railpen”, “we” or “us”) collect and use your personal information in accordance with relevant data protection legislation including the General Data Protection Regulation (GDPR).

Railpen is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified by 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 periodically to ensure that you are happy with any changes.

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
  • Contact information including email address
  • Demographic information such as postcode and preferences
  • information required to comply with any contractual, statutory or compliance related requirements
  • other information relevant to security, customer surveys and/or offers including information from third parties engaged by us, that information includes:
    • Device-specific information, including your device’s IP address (collected and stored in anonymised format), 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:

  • Internal record keeping.
  • Business management and planning
  • Administering any contracts we may have entered into with you
  • In order to comply with any contractual, statutory or compliance related requirements
  • We may use the information to improve our services.
  • We may periodically send promotional emails about new services or products or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail.

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 compliance with a legal obligation
  2. You have given us your consent to do so.
  3. 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.

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, TCS an international multinational information technology service, based in India provide maintenance support. Therefore, on rare occasions it may be necessary to transfer your data overseas to TCS.

Transferring personal data to a country outside the European Economic Area that does not have adequate data protection is prohibited unless an adequate level of data protection or adequate safeguards have been put in place to ensure the security of the data. Railpen have therefore taken steps to put in place appropriate and suitable safeguards using standard clauses adopted by the EU Commission (so-called model clauses). These contain enforceable data subject rights and effective legal remedies for data subjects against TCS.

Data retention

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;
  • To 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.


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.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

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.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
  • If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at
  • 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.
  • We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
  • You may request details of personal information, which we hold about you. If you would like a copy of the information held on you please write to us at the address above.
  • If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

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 Railpen:

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

Tel: 0800 2 343434


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

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.

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.