Privacy notice
This privacy notice describes how Network Rail will collect, process, store and use your personal information. RailHub requires your information when you register for an account in order for you to plan and deliver work on or near the line.
The lawful basis for collecting and processing this information is to confirm you have the right competency / permission to do the role you are applying for, as part of the contract we have with you, to ensure your safety (Standard NR/L2/OHS/019– Safety of people at work on or near the line).
What information do we use and why?
We use your information to register you on RailHub. This information includes:
- Your details: your name, job role, work phone number and work email address so we can contact you if we need to
- Location information: we need to know the delivery unit where you work so that RailHub shows you the right data for your delivery unit
- Sentinel number: This will be used to confirm your competency as a Planner or Person in Charge
If you do not supply these details, you will be unable to use Railhub.
Your information may then be used within RailHub, as part of the processes to create and use Safe Work Packs and Line Blockages. The Management Information dashboard helps understand how work is planned and executed, and to introduce safety improvements. The dashboard only uses information that has been consulted on and agreed to be used; it does not include competency information.
Where do we collect this information from?
The personal details you give us will be checked against Network Rail's Active Directory and Sentinel systems to confirm the accuracy of your data.
Who is responsible for your information?
The company responsible is Network Rail Infrastructure Limited (Network Rail). We act as the data controller for data protection law purposes. We are responsible for the personal information you give to us. OnTrac Ltd is the data processor for RailHub.
The Data Controller will be:
Network Rail Infrastructure Limited ('Network Rail')
Waterloo General Office
London
SE1 8SW
Contact: Network Rail's Data Protection Officer
Email: data.protection@networkrail.co.uk
The Data Processors will be:
OnTrac Ltd
Baltimore House,
Gateshead,
NE8 3DF
Contact: OnTrac's Data Protection Officer
Email: DataProtectionOffice@tracsis.com
Who will we share the information with?
The Network Rail Business Support Team receives your information. They check your personal details and confirm your registration matches your role. Once registered your Information is only shared with Network Rail employees, Government, regulatory and legal authorities with a valid business need, for example in the case of a safety investigation relating to the work completed on or near the line as part of the Safe Work Pack.
Network Rail will not share your personal information outside the UK.
How long do we keep your information for?
- Your registration details will be held as long as you have access to RailHub.
- Your details will be associated to the creation, validation and authorisation of
Safe Work Packs and Lineblocks that you have worked on. This data will be held for:
- 7 years for Non-Asbestos related Safe Work Packs;
- 40 years for Asbestos related Safe Work Packs.
To find out more you can read Network Rail's Data Retention policy.
("Corporate Archive Policy" reference NR/L2/INF/02230.)
How do we keep your information safe?
The RailHub IT system keeps your information safe. The security measures stop it from being accidentally lost, altered, used, disclosed or accessed in an unauthorised way.
Information is only shared with Network Rail employees with a valid business need, who must keep this information confidential.
How to get further information?
If you have questions about:
- Login details / change of details, circumstance please go to: Railhub Microsite
- Your Sentinel data: Sentinel Privacy Notice
- Your personal information rights: Details of your rights can be found on the Network Rail Data Protection Webpage
- Management Information Dashboard and data: RailHub microsite and RailHub Data Managers
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/
This privacy notice adds to other Network Rail privacy and data protection notices and does not override them.