Privacy Policy
Website Privacy Notice
Introduction
SRS Rail System Ltd. is fully committed to securing your privacy in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018.
This Privacy Notice sets out the basis on which any personal data collected will be held and processed by us, what data we hold and how we process it, the duration for which we keep it and who the data will be shared with (if applicable).
Who collects the information
SRS Rail System Ltd. (‘Company’) is a ‘data controller’ and gathers and uses certain information. This information is also used by our affiliated entities and group companies, namely:-
SRS (Holdings) Limited
SRS International Limited
SRS International Hire Limited
and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our affiliated entities and group companies.
What information do we process and for what purpose?
Information you may give us when contacting SRS, either by telephone, email or post, visiting our address or at any events we attend and also any future contact through our website. The information you give us may include your name, address, email address and phone number. This information will be used solely to respond to any enquiry for business purposes only.
Why we collect your personal information
We collect your personal data for one of the following purposes:
- To manage communications between you and us.
- Where we need to perform the contract we have entered into with you.
- To provide you with information you have requested or which we may feel may be of interest to you.
- To ensure the safe operation of our website and to monitor the performance of our website.
- For marketing and advertising purposes.
Lawful basis for processing personal information
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:
- The data subject (you) has given consent to the processing activity taking place.
- If the processing is necessary for the performance of a contract.
- If the processing is necessary for compliance with a legal obligation to which we are subject.
- If the processing in necessary for the purpose of the legitimate interest pursued by us or our partners.
Where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment.
How long we keep information for
We only keep your information for as long as is necessary and in line with the Company’s Documentation Retention Matrix. We also take into account our other legal obligations to keep or securely dispose of personal information.
Transfers to third parties and outside of the UK
Your personal information is not shared with anyone except where we are required to do so to comply with the law or to protect our rights.
Personal information is only stored on our systems for the purpose of the ongoing operation of our business (including where we are legally required to keep a record of your data).
It may be necessary to share your data with the following people or group of people:
- The Company’s independent IT provider may have access to our IT systems if such access is required to enable them to resolve any problems which arise. Our IT providers are subject to contractual obligations to treat all data as strictly confidential and comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
- It may be necessary to provide personal data to our legal advisers or other professional advisers to defend claims, protect our rights, or receive advice on compliance with the law. These advisers will be contracted to treat all data as strictly confidential and comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
We may share personal information to third parties outside of the UK. Any personal information transferred will only be processed on our instruction and we ensure that information security of the highest standard is used to protect any personal information as required by the Data Protection laws.
Where personal data is transferred outside of the UK to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include:
- Standard Contractual Clauses + Addendum
- International Data Transfers Agreement
- Binding Corporate Rules
- An exception as defined in Article 49 of the EU GDPR
Automated decision making
The Company does not make automated decisions based on personal information received.
Your Rights
You have the following rights in relation to your personal information:
to be informed about how, why and on what basis that information is processed;
to obtain confirmation that your information is being processed and to obtain a copy of that information;
to have data corrected if it is inaccurate or incomplete;
to object to us processing your personal information in certain circumstances;
to have data erased if it is no longer necessary for the purpose for which it was originally collected/processed, or if there are no overriding legitimate grounds for the processing;
to restrict the processing of personal information where the accuracy of the information is contested, or the processing is unlawful (but you do not want the data to be erased), and
to restrict the processing of personal information temporarily, e.g. whilst a complaint about its accuracy is being investigated;
to request that your personal data is transferred to another controller or processor in a machine-readable format if processing is based on consent, processing is carried out by automated means (i.e. not paper based) and processing is necessary for the fulfilment of a contractual obligation.
Subject Access Requests
Under data protection law, you can exercise your rights by making a written request to SRS Rail System Ltd via email at info@srsrailuk.co.uk or at the address provided in the contact section below.
Data Security
We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed. We will always store your digital information on secure servers. Unfortunately, however, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our site or otherwise to our servers (such as by email). Any such transmission is at your own risk.
Failure to provide personal information
Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.
Right to complain
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading, or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact us via email on info@srsrailuk.co.uk.
You can also write to us at our address which can be found in the contact section of this notice.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
By Post:
Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
By Website: Click Here
By Email: Click Here
By Phone: 0303 123 1113
Contact
Questions, comments and requests regarding this Privacy Notice are welcomed and should be addressed to the Managing Director, SRS Rail System Ltd., 3 Riverside Way, Bolsover, Chesterfield, Derbyshire, S44 6GA or sent via email to info@srsrailuk.co.uk.
Changes to our Privacy Notice
This notice was last updated on 25th July 2026. Any material changes we may make to our Privacy Notice in the future will be uploaded to our website. Please check back frequently to see any updates or changes to our Privacy Notice.