Digital notification privacy notice

As a business we send out thousands of letters to our lineside neighbours and stakeholders each year about what we are doing and why. We want to make this process easier and quicker for our neighbours by introducing email notifications.

For our neighbours who chose to sign up, this means faster information delivered to you directly, and is also a greener option by using less paper. However for those neighbours who choose not to sign up, a paper letter will still be provided to their home address.

We take your right to privacy seriously and want you to feel comfortable for how we store your data.

If we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy notice and only for the reasons you are aware of.

About this Privacy Notice

This privacy notice sits beneath our top-level privacy notice and provides information about how personal data is used with regard to notifying local communities about the work we carry out near homes and businesses within a close radius to the railway track.

What personal information we collect and why we collect it

The data we collect is solely for the purpose of communicating disruptive work near your home This will only include the information you provided to us when you made contact such as:

  1. Your name and the email address and telephone number you give – this is so we can get back in touch with you about upcoming work in your area.
  2. Once subscribed, we will send notifications to you. Our system will recognise when emails were sent, whether they are delivered and opened.
  3. Your full address and postcode – this is so we can easily identify if you will be impacted by our planned work.

When using our form to sign-up, other information is collected such as your IP address, operating system type (Windows or Mac) and version, internet browser type and version, electronic device manufacturer and model, language, time of the visit and page(s) visited. Please visit our cookie policy page to find out more about the cookies we use, what they’re used for and when they expire.

What legally allows us to collect and handle information about you

Your data will be processed under Article 6 (1) (a) of the UK General Data Protection Regulation (given consent), as you’ve signed up for this service independently, and provided your personal information

Who we may we disclose your personal information to

We do not disclose the information you provide to us to anyone else.

The data collected is stored securely on Oracle’s UK servers, who offer support services to our system as well as Eloqua and Box Fusion. We don’t disclose your personal information unless required to by law.

How do we store and protect your information

We store the information on a system called Oracle Eloqua Marketing Automation.

The data collected is stored securely on Oracle’s UK servers.

We have strong security measures in place to prevent your personal information make sure that your data is not lost, accidentally destroyed, misused, or disclosed. In addition to this, we limit access to your personal information to only those employees who have a business need to access it.

We have procedures in place to deal with any suspected personal data breach and will notify you (and any applicable regulator) of a breach where we are legally required to do so.

How long we will keep your personal information for

Your personal data will remain in the system indefinitely, unless you choose to opt out/unsubscribe from the digital service. If you choose to unsubscribe, you will no longer receive email notifications and we will delete your details permanently from the system within a year.

Your rights and choices in relation to your personal information

Please see our main privacy notice for more details on your rights. You have the right to remove your personal data by unsubscribing from the digital mailing list. You can do this by clicking here.

Who is responsible for the personal information that we collect about you?

Network Rail is the Data Controller for the purpose of data protection law, in respect of your personal information submitted as outlined with this Privacy Notice.

Contacting Us

We have a number of ways for you to get in touch with us. For the full range of options please visit the Contact Us page on our website.

What do to if you have any questions about your information

If you have concerns about how we use your information, you can contact the data protection officer on  or see Network Rail’s Data Protection Privacy Notice. Or you can contact the Information Commissioner’s Office:

  • By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • On their website: