Privacy Statement for Shannon Rail Services Ltd

Last Updated: 12/11/2025

1. Introduction

Shannon Rail Services Ltd (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Statement explains how we collect, use, process, and store your personal data when you visit our website (https://shannonrail.co.uk/), use our services (including the SAMS platform), or engage with us for training, medicals, or employment.

For the purpose of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the Data Controller is:

Shannon Rail Services Ltd

  • Company Number: 04351029
  • Registered Office: Watford Depot, Orphanage Road, Watford, WD17 1PG, United Kingdom
  • Email: info@shannonrail.co.uk
  • Phone: 01923 254 567

2. Information We Collect

We may collect and process the following categories of personal data about you:

A. Information you provide to us directly

  • Contact Information: Name, email address, phone number, and company details when you fill out our “Contact Us” form or correspond with us.
  • Recruitment Data: CVs, cover letters, and employment history when you apply for vacancies via our website or email.
  • Service Data: Information required to provide our services, such as site access requests or road haulage bookings.

Due to the nature of our work (Rail Training, Medicals, and Site Access), we may process Special Category Data (sensitive data):

  • Health Data: Results from medical assessments, alcohol & drugs screenings, and fitness-to-work certifications.
  • Workforce Data (SAMS): Identity data, photographs, competency/qualification details, and site attendance logs processed via our Site Access Monitoring System (SAMS).

C. Information collected automatically

  • Technical Data: Internet Protocol (IP) address, browser type and version, time zone setting, operating system, and platform.
  • Usage Data: Information about how you use our website, tailored to improve user experience.

3. How We Use Your Data

We will only use your personal data when the law allows us to. Most commonly, we use your data for the following purposes:

PurposeLegal Basis
To respond to inquiries submitted via our website or email.Legitimate Interests
To provide our services (e.g., SAMS access, haulage, training).Performance of a Contract
To manage recruitment and job applications.Legitimate Interests / Pre-contractual steps
To conduct medicals & drug screenings (Occupational Health).Legal Obligation (Health & Safety laws) & Explicit Consent
To maintain site safety and security (monitoring access).Legal Obligation / Legitimate Interests
To improve our website and customer service.Legitimate Interests

4. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way.

  • Data collected via SAMS is stored on secure servers with restricted access.
  • Medical records are handled with strict confidentiality in compliance with medical confidentiality guidelines and GDPR.

5. Sharing Your Information

We do not sell your personal data. However, we may share your data with:

  • Network Rail / Transport for London: If required for site access certification or compliance (e.g., Sentinel).
  • IT Service Providers: Who host our website and the SAMS platform.
  • Regulatory Authorities: (e.g., HSE) if we are legally required to report safety data.

6. How Long We Keep Your Data

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.

  • General Inquiries: Retained for [e.g., 2 years] after last contact.
  • Medical/Health Records: Retained in accordance with specific occupational health statutory periods (often 40 years for certain health surveillance, otherwise standard limitation periods).

Under the UK GDPR, you have the right to:

  • Request access to your personal data (a “data subject access request”).
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data (where there is no good reason for us continuing to process it).
  • Object to processing of your personal data.
  • Request the transfer of your personal data to you or a third party.

To exercise any of these rights, please contact us at info@shannonrail.co.uk.

8. Cookies

Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience when you browse our website and allows us to improve our site. You can set your browser to refuse all or some browser cookies.

9. Changes to This Policy

Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates.