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Privacy Policy

Introduction

What kind of personal data do we collect?

In order to provide the best possible products and services to our customers we need to process certain information. Solo Rail only ask for details that will genuinely help us to deliver these products and services, such as your name, job role, and contact details; including but not limited to: telephone number, email address, first and last name, job title.  Where Solo Rail are required by you to process payments for goods and services by way of debit or credit card we will also process these details, but only for this purpose.

We may also collect information regarding your website activity and visits in order to further enhance your customer experience.

We collect a minimum amount of data from our suppliers to ensure that we can easily process transactions. Solo Rail will collect contact details for the main contact and any associate contacts within the business that assist us in processing any number of transactions.  We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

We collect and store information required so that we can process contractual obligations between us.  These details include personal and business email addresses, telephone numbers, address details, bank account details, qualifications and insurances.

Where we are obligated to carry out work for a third-party contractor, we reserve the right to obtain and process data, including site addresses, email addresses and telephone numbers.  This enables Solo Rail to fulfil our contractual obligations to you and our customer.

How do we collect your personal data?

We collect customer data in the following ways:

  1. Directly from you
  2. From third-party software detailing ongoing project data
  3. From websites
  4. From social media platforms
  5. From your work colleagues
  6. From exhibitions or events attended by Solo Rail employees

When viewing or interacting with data and information on our websites or in an email from us, we may also collect certain data automatically or through you providing it to us.

We collect supplier data in the following ways:

  1. Directly from you
  2. From your work colleagues
  3. Your website
  1. Directly from you
  2. From your work colleagues
  3. Your website
  4. End-user Data

We collect end-user data via third-party contractors or suppliers who are using the services of Solo Rail to fulfil a project.

We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser. We will also collect data from you when you contact us via the website, for example by using the contact forms.

How do we use your personal data?

There are two main reasons for using your personal details.  Firstly, details will be used to help Solo Rail process ongoing requests that you have made of us, i.e. raising a quote or processing an order, through to delivery of that order and potentially requesting feedback (in the form of a survey).  Solo Rail will also store and process data for the purposes of direct marketing via email, telephone and post. Review the section below: “How can I unsubscribe from all or individual types of direct marketing” should you wish to opt out of any form of direct marketing from Solo Rail.

The main reasons for storing and processing your personal data is to ensure that we can complete the contractual arrangements between us and comply with any legal and binding requirements.

The main reasons for storing and processing your personal data is to ensure that we can complete the contractual arrangements between us and comply with any legal and binding requirements.

The main reason that we process end user data is to ensure that we can contractually deliver on products and services which have been requested via a third party

We use data collected via our website to help us to improve your experience when using our website, for example by analysing your recent search trends to help us present recently viewed products. If you are a customer, we may use data from your use of our websites to enhance other aspects of our communications with you, for example email communications.

Who do we share your personal data with?

We may share your personal data with suppliers or sub-contractors but only where it is necessary for them to deliver a contractual obligation such as delivery or installation of our products or service.  Customer details that are being used for the purposes of e-marketing will be uploaded to a secure external system which is provided by a third-party organisation.  If prior agreement is provided by you we will pass your details on to alternative companies who we believe will be able to fulfil your requirement when Solo Rail cannot.

By way of a referral we may share your personal data with potential customers who would also benefit from your products and services.

Where a contractual agreement has been agreed for you to carry out work on behalf of Solo Rail at a customer’s site, Solo Rail will provide your personal data to the customer, in order for them to complete their internal processes.

When entering in to a contractual agreement with Solo Rail we will pass on the minimum amount of your personal data as deemed appropriate for a supplier or subcontractor of Solo Rail to carry out their contractual obligations to us.

No details obtained from our website will be processed outside of Solo Rail.  Any data used to process and target specific information to you will be done so using a Solo Rail managed system.

How do we safeguard your personal data?

Those processes include, but are not limited to; encrypted server access, encrypted laptop devices, plus all antivirus and gateway security settings are up to date and monitored.

How long do we keep your personal data for?

If we have not had meaningful contact with you for a period of five years, we will remove your personal data from our systems unless we believe another processing requirement, such as legal or contractual regulation, requires us to retain it.

Due to the nature of our products we deem it appropriate to store project information for up to 20 years; this allows us the ability to recall previous project information should you, the customer, require it.

How can you access, amend or take back the personal data that you have given to us?

If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your written request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

In certain situations, you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will remove your data. We will assume that you would prefer us to keep a note of your name on our system as a person who would prefer not to be contacted by Solo Rail, as this will ensure that we can minimise the future risk of your data being resubmitted and used in the future.  If you would prefer that this is not the case, please let us know.

Any data within the e-marketing system will be moved to a suppressed list and be unable to be resubmitted for direct marketing use without prior agreement from you.

You have the right to lodge a complaint; details of which can be found here.

How can I unsubscribe from all or individual types of direct marketing?

All e-marketing communications sent by Solo Rail using our third-party e-marketing software will contain an unsubscribe button, on clicking to unsubscribe you will be requested to submit your email address in order to authenticate your permission to suppress the email address.  Any emails sent to you using one of our outlook email addresses can be directly replied to or you can forward the email to datacontroller@solorail.com in order to request you are removed from future direct marketing email communications.

A request can be made with the person whom you are directly on the phone with at the time, and they will process this request in our centralised CRM system.  If you are unsure as to whether you are registered on our systems for telephone marketing and wish to remove your details you can contact us either on email; datacontroller@solorail.com or by telephone on 0121 328 6785 and press 1 for the Commercial Department.  Your details will be updated within 5 working days or sooner.

If you would like to remove your personal details to prevent receiving postal marketing communications you can email your request to datacontroller@solorail.com or telephone 0121 328 6785 and press 1 for the Commercial Department. Your details will be updated within 5 working days or sooner.

What are cookies, how do we use them and how to opt out?

OUR LEGAL BASES FOR PROCESSING YOUR DATA

LEGITIMATE INTERESTS

Customer data:

Supplier data:

CONTRACTUAL

Customer data:

End user:

GLOSSARY

 

David Hunt, Managing Director

Data Controller for Solo Rail Solutions Ltd

21 May 2018