Managed Stations Visitor System Privacy Notice
We take your right to privacy seriously and want you to feel comfortable when using our services. Should we ask you to provide certain information by which you can be identified you can be assured that it will only be used in accordance with this privacy notice and only for the reasons you are aware of.
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1. About this Privacy Notice
References to we, us or our means Network Rail Limited, Network Rail Infrastructure Limited and Network Rail (High Speed) Limited.
References to you or your means the person or persons requesting access to our Network Rail Managed Stations (as defined below) or the person who otherwise provides their personal information to us or about whom we otherwise collect personal information as explained in this privacy notice.
Personal information is information that is about you and which identifies you.
We have a separate privacy notice which applies to the personal information that Network Rail collects about employees.
Access to stations on official business is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notices we may provide on specific occasions when we are collecting or processing personal information about you so that you are fully aware of how and why we are using your personal information. This privacy notice supplements the other notices and is not intended to override them.
This privacy notice describes how Network Rail will collect, process, store and use your personal information.
2. What personal information do we collect?
The following information is required before you will be permitted to carry out any official activity on a Network Rail Managed Station:
- First name (as per photograph ID)
- Last name (as per photograph ID)
- E-mail address
- Employer if applicable
- Contact number
- Photograph
- Vehicle information
- Protected characteristic to aid the provision of the appropriate support if requested, while on site.
3. How do we collect this information?
The information is requested from you prior to, or when, you attend site to sign in at the Managed Station Reception.
4. Why do we need to collect this information?
Security at stations is of paramount importance and is there to help protect everyone, from our customers to the various businesses operating out of our stations. Collection of this data enables security measures to be applied and enforced to reduce the likelihood of terrorism, but also to protect everyone’s business from other forms of criminality. It also enable Network Rail to comply with its security obligations as station owner and operator of its managed stations, as required under separate mandated instructions issued by the Department for Transport.
5. How do you store my data?
The data is stored both locally on our SkyVisitor System PCs at our Managed Stations and also backed up to a central database at two locations in Manchester, hosted by UKFast on behalf of our partner, Safetynet Solutions. The data is stored for a period of 12 months from the most recent attendance on site, before being deleted automatically. Where sensitive personal data is collected to enable support of a protected characteristic, this is deleted immediately you sign out.
6. Our Legal Basis for Processing
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (the running of the rail infrastructure).
7. Roles and responsibilities
Network Rail Infrastructure Ltd (Network Rail) and SafetyNet Solutions Ltd (SafetyNet) are joint data controllers, which means we are responsible for the personal information you give us. UKFast has no access to the data. We have agreed the lead party for our joint responsibilities, which is set out below:
| Responsibilities | Network Rail | SafetyNet Solutions | UKFast |
|---|---|---|---|
| Compliance with Privacy Laws | Yes | Yes | No |
| Data Protection Impact Assessment | Yes | No | No |
| Privacy Notice | Yes | No | No |
| Contact point for all personal data enquires relating to SkyVisitor | Yes | No | No |
| Provision of information to data subjects | Yes | No | No |
| Inform Data Subject of Personal Data Breach | Yes | No | No |
| Inform ICO of Personal Data Breach | Yes | Yes | No |
| Request your personal information rights | Yes | No | No |
8. Privacy Laws
Under the Privacy Laws, you have rights; details of these rights can be found on the Network Rail Data Protection Webpage, however the right to request erasure does not apply.
9. Contact Us
We have a number of ways in which you can get in touch with us:
- Call our 24/7 national helpline on 03457 11 41 41
- Use our live chat service
- Use our online contact form here
- Write to us – Network Rail, Waterloo General Office, London, SE1 8SW
- Try our Frequently Asked Questions here
10. Concerns about your information?
If you have concerns about how we use your information, you can contact the data protection officer on data.protection@networkrail.co.uk or see Network Rail’s Data Protection Privacy Notice. Or you can contact the Information Commissioner’s Office:
- By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- On their website: https://ico.org.uk/