Privacy Policy

Effective Date: 10/4/2025

Travelnet Systems Limited ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

We are the Data Controller of your personal data. This means we determine the purposes and methods for processing your information.

Contact Details:

• Travelnet Systems Ltd
• 204b New London RD Chelmsford CM2 9AB
• Company registered in England 07295893
• [email protected]
• 01245 407535

2. What Information We Collect

We only collect basic contact information, which may include:

• Full name
• Email address
• Phone number
• Company or organisation name (if relevant)

We do not collect sensitive personal data or behavioural data.

3. How We Use Your Information

We use your contact information solely for the following purposes:

• To communicate with you regarding services related to rail replacement operations
• To manage and maintain professional or contractual relationships
• To respond to your enquiries or requests

4. Legal Basis for Processing

Under the UK GDPR, we process your data based on one or more of the following lawful bases:

• Consent - where you have given us permission to contact you
• Contract - where processing is necessary for the performance of a contract or to take steps at your request before entering into a contract
• Legitimate Interests - such as maintaining business relationships and operational communication relating to rail replacement services

5. Who We Share Your Data With

We may share your contact information with trusted business partners involved in the delivery or coordination of rail replacement services. These third parties are required to handle your data in accordance with data protection laws and only for the intended purposes.

We do not sell or share your data for marketing purposes.

6. Data Retention

We will retain your contact information only for as long as is necessary to fulfil the purposes outlined in this policy, or as required by law. Once the information is no longer needed, Not exceeding 7 year from the dates of termination. we will securely delete or anonymise it.

7. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• The right to access your data
• The right to correct inaccurate data
• The right to request erasure of your data
• The right to restrict or object to processing
• The right to data portability
• The right to withdraw consent at any time (where applicable)

To exercise any of these rights, please contact us using the details provided above. If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): www.ico.org.uk

8. Security

We implement appropriate technical and organisational measures to safeguard your personal data from unauthorised access, loss, or misuse.

9. International Transfers

We do not routinely transfer your personal data outside the UK. If such transfers become necessary, we will ensure that appropriate safeguards are in place in accordance with Chapter V of the UK GDPR.

10. Changes to This Policy

We may update this Privacy Policy occasionally to reflect changes in our practices or legal requirements. The updated version will be posted on our website with the new effective date.

11. Contact Us

If you have any questions about this policy or how we process your data, please contact:

• Travelnet System Ltd
• [email protected]