Railfuture Privacy Notice

How we use your personal information – Railfuture Ltd

This statement explains how Railfuture Ltd handles and uses the personal information we collect about our members and other people for processes relating to our operations and activities.

When changes are made to this statement, we will publish the updated version on our website.

The controller for your personal information is Railfuture Ltd. The person responsible for data protection within Railfuture is the “Company Data Controller” who can be contacted at privacy@railfuture.org.uk.

Website Visitors

Railfuture uses Google Analytics on its main websites to give an indication of the type of person who visits. This helps to understand, at a high level, whether or not we reach a wide section of society. We do not drill down into this information.

How we use your personal information

In our database of members, subscribers, supporters, free-listers and other contacts, we collect and process your personal information for a number of purposes, including:
  • Maintaining your personal details (e.g. your name and preferred contact details), including ensuring effective communications with you
  • Keeping financial records (e.g. payment of your membership/supporter fees, attendance at conferences and purchases of publications  etc.) for at least the duration required to meet HMRC requirements
  • Maintaining a formal record of your activities with us
  • Undertaking research into our activities
  • Managing complaints made to us
  • Managing Railfuture relations.
Our normal legal basis for processing your personal information is that we believe it is in our legitimate interests to do so, in order for Railfuture to run effectively and efficiently, and as we only collect and use minimal information for the limited purposes listed here we do not consider that your own interests override ours. If we use your personal information outside of the purposes listed here, we will seek your consent to do so in advance.

We keep your personal information for as long as we need it. 

How we share your personal information
  • Personal information is not shared outside of Railfuture 
  • Individuals participating in certain activities may be required to provide additional personal information for the purpose of that activity to be shared with the host. 
We may also be subject to a legal requirement (with or without your consent) to share your personal information with a government agency (such as the police or security services or other statutory authorities with investigatory powers) under special circumstances (e.g. relating to tax, crime or health and safety).  Where feasible and appropriate, we will notify you of our intention to share such information in advance.

When we communicate using multi-recipient emails we will use a blind carbon copy, so that their email addresses will not be made public. 

Your rights

You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

We provide a Self-Care facility for you to view and make some changes to your personal data, primarily communications preferences. You will need to know your five-digit Railfuture Number, which is included with Railwatch and in most emails, and your PIN (a reminder can be provided from the login page).

Alternatively, please email renewals at railfuture.org.uk with details of changes to be made.

If you have questions or concerns about how your personal information is used, please contact us using the above details.

If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).

About us | Who we are | Annual Review | Media  | Members area | Member services | Contact us