Midland Mainline Upgrade:
Privacy Notice

This website is operated by East Midlands Trains and Network Rail.

This Privacy Notice explains how we protect your privacy and how you control the use of your personal information. Having read this information, if you want to change the way in which we use your data or if you have a question about how your personal information is used please contact the Data Controller: East Midlands Trains Limited using the methods below:

Email:

DSAR@eastmidlandstrains.co.uk

Postal address:

Prospect House
No 1 Prospect Place
Millennium Way, Pride Park
Derby
DE24 8HG

Our ICO Registration Number is: Z1302978 and can be viewed here.

Where and how we collect your personal information

We collect personal information about you in the following ways:

  • When you browse the website
  • When you sign up for updates

There are several links on this website directing you to either www.eastmidlandstrains.co.uk and www.networkrail.co.uk. You can visit the privacy policy for each of those websites here;

East Midlands Trains Privacy Policy

Network Rail Privacy Policy

Cookies: How we use them

Our aim is to continually improve the experience you have when you visit our website. As part of this process we use cookies. Cookies are small text files containing information about your browsing session (e.g. which pages you visited) which are located in your browser directory.

We use different types of cookies and each has a specific function. Some cookies are essential to the working of the website and allow you to navigate easily from page to page and perform certain functions (e.g. making a purchase). Other non-essential cookies allow us to analyse how you use our site, which enables us to make decisions about how best to improve the website design and functionality to fit your future needs.

In some cases, we use cookies to remember a selection you have made (e.g. your location) which saves you having to make that selection again if you return to the site. Other cookies allow our partners to see how many visitors click from their website to our website and subsequently allow us to select the best partners to work with.

Usually web browsers are set to accept cookies. If you have visited this site, however, and did not want cookies to be used, please exit the site and use your browser tools settings to delete the cookies. If you do this and revisit this site, cookies will again be set unless you change your browser settings to reject cookies.

We are committed to complying with legislation changes for storing information on a user’s computer or mobile device. We aim to be honest and clear about your privacy when using our website.

View our cookie policy here.

Our legal basis for using your personal information

The following are the different legal bases that we rely on to use your personal information:

1. Legitimate Interests—We have a legitimate interest in using your personal information e.g. to ensure that the content on our website is presented to you and your device as effectively as possible. If this is our reason for using your personal information, we must make sure that our interests do not override yours and you can object to this use of your personal information. We also have a legitimate interest in exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

2. Legal Obligation—Lastly, we have a legal obligation to use your personal information where lawfully requested or required to do so by public authorities.

Our legitimate interests and your right to object

Legitimate Interests means the interests of our company in conducting and managing our business [to enable us to give you the best service/products and the best and most secure experience].

For example, we have an interest in making sure our marketing is relevant for you, so we may process your information to send you marketing that is tailored to your interests. It can also apply to processing that is in your interests as well.

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Whenever we process data for these purposes we will ensure that we always keep your Personal Data rights in high regard and take account of these rights. You have the right to object to this processing. If you wish to do so, please let us know by contacting DSAR@eastmidlandstrains.co.uk. Please bear in mind that if you object, this may affect our ability to carry out the tasks for your benefit.

How we use your personal information

We use administrative, electronic and physical security measures to ensure the information we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage.

We also have a legal obligation under data protection legislation to keep the personal information we collect accurate and up to date. Amongst other things, it helps us ensure that we do not contact you with inappropriate information and marketing messages and also prevents us from wasting valuable resources on print and postage. You can:

  • Contact us to correct or change your information by emailing DSAR@eastmidlandstrains.co.uk
  • Login to your online account to update your information and/or change marketing preferences

In addition, when you contact us we may ask you to confirm certain details during that call and, if we receive an undelivered mail or email we will update your personal information to reflect the fact that your data is no longer up to date.

How we use your personal information for marketing

By using the information you provide to us, we are able to contact you with specific marketing messages about travel offers, ideas and news and, depending on the permission you have given us or another organisation this may be by post, email, telephone, SMS or social media or messenger services.

If you have given us your consent to use your personal information for marketing, you have the right to withdraw your consent at any time by contacting DSAR@eastmidlandstrains.co.uk, clicking the “unsubscribe” link in our marketing emails or replying STOP to a text message. You can also log into your account on our website at any time to update your marketing preferences.

Sharing your personal information

We do not share or sell your personal information to any other company for marketing purposes, however; there are several situations where we use trusted suppliers to help us deliver our service to you. To do this, we allow the supplier limited access to the personal data they need to provide their service.

All personal information sent to our trusted suppliers is encrypted. In all cases we require these companies to strictly comply with our instructions and they are not allowed to use your information for their own business purposes. We also require these companies to have sufficient organisational and technical measures in place to ensure the security of your personal information.

We may use suppliers who operate outside of the country of which you are a resident, for example in the United States. These countries may not offer the same legal protection of your personal information as the UK. If we use one of these organisations, we take appropriate steps to ensure that they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing of your personal information at our approved locations outside the EEA. If you would like to know more about the ways in which we safeguard your personal information, please get in touch using the contact details in this policy.

Under some circumstances we may be required to disclose or share your information without your consent, for example if we are required by the police, the courts or for other legal reasons.

Your rights regarding our use of your personal information

You provide us with details of what we can do with your data and have the right to manage your choices as detailed in How we use your personal information for marketing.

You have the following rights:

  • To know that your data is being processed
  • To access a copy of your personal data by making a Subject Access Request (SAR)
  • To have your information corrected if inaccurate
  • To data portability (if applicable)
  • To request that your data be erased, restrict processing, object to processing and;
  • To rights relating to automated decision making and profiling.

How we keep your personal information up to date

We have a legal obligation to keep the personal information we collect accurate and up to date. You have the right to ask us to correct any inaccuracies in the personal information we hold about you and to restrict the use of your information until it has been corrected.
The simplest way to keep your data accurate is to login into your East Midlands Trains online account

We keep your information accurate as follows:

By giving you the opportunity at any time to contact us to correct or change your information.

  • If you contact us we may ask you to confirm certain details.
  • When we receive undelivered mail or email we will update your personal information accordingly.

We have specific rectification, restriction, objection and erasure policies in place to make sure we respond effectively to such requests.

How we keep your personal information safe

We have a legal obligation under data protection legislation to keep the personal information we collect accurate and up to date. Amongst other things, it helps us ensure that we do not contact you with inappropriate information and marketing messages and also prevents us from wasting valuable resources on print and postage. You can:

  • Contact us to correct or change your information by emailing DSAR@eastmidlandstrains.co.uk

In addition, when you contact us we may ask you to confirm certain details during that call and, if we receive an undelivered mail or email we will update your personal information to reflect the fact that your data is no longer up to date.

How long we keep your personal information

Of the data we process, we retain the data for no longer than 6 years. Where reasonably practicable, data is minimised so as not to be identifiable to the data subject, unless required by law.

We keep your personal information where we have:

  • A legal or regulatory requirement requires that we hold data for a specific time
  • The business has a legal basis to retain data, including data opt-ins, revised opt-ins, renewed consents and for legitimate interests

What to do if you have a complaint about our use of your personal information

If you have a complaint about the information we hold or how we use that information, please contact us by emailing DSAR@eastmidlandstrains.co.uk or sending a letter to our postal address. We will deal with your request promptly and if you are not satisfied with the way your complaint was handled, you can refer your complaint to UK Information Commissioner’s Office. https://ico.org.uk/concerns/

Links to other websites

We link our website directly to other sites. This privacy notice does not cover the links within our site linking to other websites and organisations. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation using the contact details at the beginning of this privacy policy.
We keep our privacy notice under regular review. This privacy notice was last updated on 29 April 2019.