Privacy Notice

This notice explains how Reliance Rail Solutions collects, uses, and protects personal information when you visit our website, make an enquiry, or engage us to provide rail consultancy, training, or operational support services.

We are committed to handling your information responsibly and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Reliance Rail Solutions

Address: 167-169 Great Portland Street, London, England, W1W 5PF

Email: Bill.Kettlewell@reliancerail.co.uk

Phone: 07934335499

For the purposes of data protection law, Reliance Rail Solutions is the “data controller” of the personal information described in this notice. [Company registration number, if applicable: insert here.] [ICO registration number: insert here.]

2. The information we collect

Depending on how you interact with us, we may collect:

Enquiry and contact details — name, job title, organisation, email address, phone number, and the content of any message you send us through our contact form, email, phone, or social media.

Engagement and project details — organisation details, nature of the project or requirement, site or operational context, timings, and specific requirements provided when discussing or commissioning our services.

Training records — names and relevant professional details of individuals enrolled in training programmes, assessment outcomes, and competence records, where these are provided to us to manage training delivery.

Payment information — billing details and payment records relating to deposits and balances. We do not store full card details ourselves; these are processed by our payment provider or bank.

Photographs and video — images or footage taken in the course of our work, where you have agreed we may use these for portfolio, case study, or marketing purposes.

Testimonials and references — feedback you choose to provide, for use in our marketing materials or website.

Technical and usage information — IP address, browser type, device information, and pages visited, collected automatically when you use our website (see our Cookie Policy for details).

Social media interactions — messages, comments, or enquiries sent to us via LinkedIn, Facebook, Instagram, or YouTube.

We do not knowingly collect special category data unless it is voluntarily provided in connection with specific operational or safety requirements, in which case we will only use it for that purpose.

3. How we use your information and our lawful basis

 

Purpose	Lawful basis
Responding to enquiries and providing information about our services	Legitimate interests / steps to enter a contract
Planning and delivering consultancy, training, and operational support engagements	Performance of a contract
Taking payments and managing invoices	Performance of a contract / legal obligation
Sending engagement confirmations and project-related updates	Performance of a contract
Using case study content or project references for marketing, our website, or social media	Consent
Sending marketing emails or newsletters	Consent
Improving our website and understanding how it is used	Legitimate interests / consent (cookies)
Keeping financial and contractual records	Legal obligation
Preventing fraud and resolving disputes	Legitimate interests

 Where we rely on consent (for example, marketing communications or using case study content featuring your organisation), you can withdraw that consent at any time by contacting us.

4. Sharing your information

We may share your information with:

– payment processors and our bank, to process deposits and balance payments;

– other professionals or sub-contractors involved in delivering an engagement, but only with your knowledge and where necessary;

– IT, hosting, and website service providers who process data on our behalf;

– professional advisers such as our accountant, where necessary;

– law enforcement or regulators, where we are legally required to do so.

We do not sell your personal information to third parties.

5. Where your information is stored

We use UK and EU-based service providers where possible. Some of our website, hosting, or communication tools may store data on servers outside the UK/EEA (for example, in the United States). Where this happens, we ensure appropriate safeguards are in place, such as the UK’s International Data Transfer Addendum or adequacy regulations.

6. How long we keep your information

We retain personal information only for as long as necessary:

– Enquiry details that do not lead to an engagement are typically kept for up to 12 months.

– Engagement, contractual, and financial records are kept for at least 6 years to meet our legal and tax obligations.

– Training records are kept for as long as is necessary to demonstrate competence and comply with applicable industry or regulatory requirements.

– Marketing contact details are kept until you unsubscribe or ask us to delete them.

– Case study or portfolio content is kept until consent is withdrawn or you ask us to remove it.

7. Your rights

Under UK GDPR, you have the right to:

– be informed about how your data is used;

– access the personal information we hold about you;

– ask us to correct inaccurate information;

– ask us to delete your information, in certain circumstances;

– restrict or object to how we use your information;

– request a copy of your data in a portable format;

– withdraw consent at any time, where consent is our lawful basis.

To exercise any of these rights, contact us at [Insert email address]. We will respond within one month, as required by law.

8. Keeping your information secure

We use appropriate technical and organisational measures to protect your information, including secure access to our systems and records, restricted access to client and financial data, and working only with reputable third-party providers.

9. Complaints

If you have concerns about how we handle your information, please contact us first at [Insert email address] so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: ico.org.uk

Helpline: 0303 123 1113

10. Changes to this notice

We may update this notice from time to time to reflect changes in our practices or the law. The “last updated” date at the top shows when it was last revised.

11. Contact us

Reliance Rail Solutions