Who are we?
Community Stories is operated by West Midlands Trains, 134 Edmund Street, Birmingham B3 2ES, who is a 'controller' under the General Data Protection Regulation and the Data Protection Act 2018.
Whose data do we hold?
We may hold data about the following people:
Suppliers and service providers
Advisors, consultants and other professional experts
Complainants and enquirers
Whose data will we collect?
We will only collect information from you that is relevant to the matter that we are dealing with. In particular, we may collect the following information from you which is defined as 'personal data':
Details of another person associated with you - for example, someone who is receiving a delivery on your behalf or receiving a gift purchased by you
Basis for processing
The basis on which we process your personal data is one or more of the following:
It is necessary for us to provide you with products or information
It is necessary for us to comply with a legal or regulatory obligations
It is in our legitimate interests to do so
You have given us your consent (this can be withdrawn at any time by advising our data protection officer provided that the data is not being processed or retained to comply with a legal or regulatory obligation)
How will we use your data?
We may use your information for the following purposes:
Provision of products and information
Promotion of our services
Maintaining accounts and records
Supporting and managing staff
Who will we share your information with?
It may be necessary for us to share your personal information with other people, for example, people who will assist in the provision of marketing, delivering services etc.
They may also include:
Where you authorise us, we may also disclose your information to your family, associates or representatives: eg where you have asked for an item to be delivered to someone else.
How long will we keep your information for?
We will normally keep your information throughout the period of time that we are processing your enquiry and afterwards for a period of at least seven years, so as to ensure that we comply with the law, the requirements of our insurers, and any professional and other regulations which apply to us.
In some cases, we may retain your information for a longer period. We will tell you if this is the case.
We shall ensure that all the information that you provide us with is kept secure using appropriate technical and organisational measures.
In the event of a personal data breach, we have in place procedures to ensure that the effects of such a breach are minimised and shall liaise with the ICO and with you as appropriate.
More information is available from the Data Protection Officer.
What rights do you have?
You have the following rights under the GDPR:
Right to be informed
Right of access
Right of rectification
Right to erasure
Right to restriction of processing
Right to data portability
Right to object
Rights concerning automated decision - making and profiling
Some of these rights are, however, subject to an overriding obligation to comply with legal requirements and regulations.
Right of access
You have a right to see the information we hold about you.
To access this, you will need to provide a request in writing to our Data Protection Officer, together with proof of identity.
We will usually process your request free of charge and within 30 days, however, we reserve the right to charge a reasonable administration fee and to extend the period of time by a further two months if the request is manifestly unfounded or vexatious and/or is very complex.
Right to erasure
You have a right to ask us to erase your personal data in certain cases (details may be found in Article 17 of the GDPR).
We will deal with your request free of charge and within 30 days but reserve the right to refuse to erase information that we are required to retain by law or regulation, or that is required to exercise or defend legal claims.
To exercise your right to erasure please contact our Data Protection Officer.
Who can you complain to?
If you are unhappy about how we are using your information or how we have responded to your request, then initially you should contact the Data Protection Officer: Information Security Manager, West Midlands Trains, 134 Edmund Street, Birmingham B3 2ES.
If your complaint remains unresolved, you can contact the Information Commissioner's Office, details available at www.ico.org.uk