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Privacy Notice

Privacy Notice


How BTRoS Transportation (Rolling Stock) UK Ltd processes your personal data

Employee Privacy Statement


  1. Purpose

As an employee of BTRoS, you provide us with your personal data and it may be used and accessed, as described below.


  1. Our commitment

BTRoS is committed to conducting business in a way that complies with applicable data protection laws and regulations. These laws govern the collection, storage, processing and use of personal data.


Generally the BTRoS entity that employs you is the data controller (and primarily responsible for how personal information is used) of all employment details used in its business.


The Employee Privacy Statement which follows sets out a general overview of how we use your personal data and safeguard it.


  1. Which personal data do we collect

Upon hiring and during your employment, you will be asked to provide the following personal data, where applicable:


  • Your name, address and contact details, including personal email address and personal telephone number, date of birth and gender.
    • Information/copies of government issued I.D. such as passport, driver licence, etc.
    • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers.
    • Information about your remuneration, including entitlement to benefits such as pensions or insurance cover.
    • Details of your personal bank account and national insurance number.
    • Information about your marital status, dependants and emergency contacts.
    • Information about your nationality and entitlement to work (where required and/or permitted by applicable laws).
    • Information about your criminal record (where required and/or permitted by applicable laws and appropriate).
    • Details of your schedule (days of work and working hours) and attendance at work.
    • Details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave.
    • Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence.
    • Assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence.
    • Information about medical or health conditions, including but not limited to whether or not you have a disability for which BTRoS needs to make reasonable adjustments.
  1. How we collect your personal data

BTRoS collects this information from you and from third parties.


Data provided by you: It could be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments. BTRoS has no control over the personal data you choose to provide on your CV, resume or other application forms.


Data provided by third parties: In some cases, and as required and/or permitted by applicable laws, BTRoS collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

In certain countries, you could be asked upon applying for a job, upon hiring or as part of your ongoing employment, to complete monitoring questions including, but not limited to, religion, ethnicity, race, gender, disability, criminal record, veteran status, etc. We only ask for this information when it is required to comply with our legal reporting requirements and/or permitted by applicable laws.


  1. Lawful basis for processing your personal data


Generally, as your employer, BTRoS processes your personal data to meet its employment contract obligations towards you and to meet its other various legal obligations. BTRoS may also process your personal data if it has a legitimate interest to do so.


BTRoS needs to process your personal data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer your benefits, pension and insurance entitlements.


In some cases, BTRoS might be required to verify an employee’s entitlement to work in the respective country, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.


For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake a specific role.


In other cases, BTRoS has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee personal data allows BTRoS to, among others and without limitation:


  • Run recruitment and promotion processes.
  • Maintain accurate and up-to-date employment records and contact details (including details of who to   contact in the event of an emergency).
  • Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace.
  • Operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes.
  • Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • Operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that BTRoS complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
  • ensure effective general Human Resources (“HR”) and business administration.
  • Provide employment confirmations on request for current or former employees; and respond to and defend against legal claims.


Some special categories of personal data, such as information about health or medical conditions are processed to carry out employment law obligations and/or monitor equal opportunities.


  1. Access to your personal data


Only BTRoS employees and external parties hired by BTRoS, who are bound by confidentiality obligations and whom have a need to know to fulfil their work, will be able to access your personal data.


  1. How we store, process, transfer and protect your personal data


The information you provide will be stored in a range of different places, including in your HR employee file, in BTRoS’s various management systems and databases (e.g. HR systems, pension systems, BTRoS’s email system, etc.).


Your information may be handled by BTRoS employees and external parties hired by BTRoS across groups, divisions, subsidiaries and affiliates located in different geographical locations (including outside the European Economic Area) entrusted with BTRoS’s systems.


Your personal data will be shared as follows:-


Internally with various BTRoS departments, including, without limitation, HR, recruitment team (including payroll), pension, finance/accounts payable, legal, travel management, your line manager, managers in the business area in which you work and information technology (“IT”) staff if access to the personal data is necessary for performance of their roles.


Externally with third parties including, without limitation, in order to obtain pre-employment references from other employers, third party providers to obtain employment background checks or criminal record checks, IT support to maintain BTRoS’s IT systems and databases, third parties that are authorised and selected to process personal data on BTRoS’s behalf, in connection with payroll, the provision of benefits and the provision of occupational health services, etc.


BTRoS has internal policies and controls in place to prevent your personal data from being lost, accidentally destroyed, misused or unintentionally disclosed and accessed except by its employees or external parties hired by BTRoS as needed to perform their duties. BTRoS employees are requested to comply with data protection laws and familiarise themselves with IT policies around security and acceptable use of IT systems, equipment etc.


When we engage third parties to process personal data on our behalf, they do so on the basis of BTRoS written instructions, are under a duty of confidentiality and are required to have appropriate technical and organisational measures in place to ensure the security of your personal data.


  1. Your rights as a data subject.


As a data subject, you have a number of rights. Please be aware that certain exceptions apply to the exercise of these rights and so you will not be able to exercise these in all situations. In addition, these will vary in different EU member states.


Subject Access. You have the right to be provided access and obtain a copy of your personal data held by BTRoS;


Rectification: You can require BTRoS to change your incorrect or incomplete personal data;


Erasure: You can require BTRoS to erase personal data in certain circumstances and we will take reasonable steps to inform other controllers that are processing the data that you have requested the erasure of any links to, copies or replication of it. Your personal data will be removed from BTRoS systems within a reasonable time and will be deleted. Notwithstanding the foregoing, BTRoS may retain a copy of your personal data (i) if and as long as required by law, regulation, administrative or court order or for internal auditing purposes, or (ii) as electronic data stored due to automatic archiving and back-up procedures. Please note that in the event of a legal dispute between you and BTRoS, your personal data may be retained until final settlement of the legal dispute.


Object to the processing of your personal data;


Withdrawal of consent: You can withdraw any consent to processing that you have given us and prevent further processing if there is no other ground under which BTRoS can process your personal data;


Restriction: You can require certain personal data to be marked as restricted whilst complaints are resolved and also restrict processing in certain other circumstances.


Portability: You can ask us to transmit the personal data that you have provided to us and we still hold about you to a third party electronically.


Raise a complaint: You can raise a complaint about our processing with the data protection regulator in your jurisdiction.


If you want to exercise any of these rights, please advise BTRoS by sending us an email at: or


Following receipt of your request, a representative of BTRoS will follow-up with you in a timely manner.


  1. Retention of your personal data


We keep your personal data for as long as is necessary for the duration of your employment. The period for which your personal data is held after the end of employment is limited to complying with legal or regulatory obligations and business requirements.


  1. Automated Decision-Making


BTRoS doesn’t make decisions based solely on automated decision-making.


  1. Contact details


For questions and/or comments, please contact the data protection officers:


Ruth Hamer

01332 257739

B Shop, Litchurch Lane, Derby, DE24 8AD.