Privacy Policy
AW Group Privacy Policy
1.0 Who We Are
AW Rail Services Ltd, AW Constructions Services Limited gather and process your personal information in accordance with this privacy notice and in
compliance with the relevant data protection Regulation and law. This notice provides you with the necessary
information regarding your rights and obligations, and explains how, why and when we collect and process your
personal data.
The company registered office is at:
Units 20-24 Stanley Court, Shearwater Business Park, Shearwater Road, Folkestone Kent CT19 4FJ
and we are a company registered in England and Wales under company number 08316088. We are registered
on the Information Commissioner’s Office Register of Data Controllers under Data Protection Registration
Number is ZA305023 and act as the data controller and data processor.
Our designated Data Protection Officer/Appointed Person for the organisation is
• Mr. K A Ongul, and he can be contacted at Units 20-24 Stanley Court, Shearway Business Park,
Shearway Road, Folkestone Kent CT19 4FJ
2.0 Information That We Collect
AW Rail Services Ltd, AW Constructions Services Limited processes your personal information to meet our legal, statutory and contractual
obligations and to provide you with our products and services. We will never collect any unnecessary personal
data from you and do not process your information in any way, other than already specified in this notice.
The personal data that we collect from is: –
• Name
• Date of Birth
• Home Address
• Personal Email
• Business Email
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number
• National Insurance Number
• Passport Number
• Driver’s License Number
• Special Category Data (i.e. health/medical information, details about religion, sexuality, gender etc)
We collect information in the below ways: –
• Direct from the individual
• From application for employment forms
• Interests in job opportunities
• Curriculum vitae (CV’s)
3.0 How We Use Your Personal Data (Legal Basis for Processing)
AW Rail Services Ltd, AW Constructions Services Limited takes your privacy very seriously and will never disclose, share or sell your data without
your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the
purposes specified in this notice. Where you have consented to us providing you with promotional offers and
marketing, you are free to withdraw consent at any time. The purposes and reasons for processing your
personal data are detailed below: –
We collect your personal data in the performance of a contract or to provide a service and to ensure that
orders are completed and can be sent out to your preferred address
• We collect and store your personal data as part of our legal obligation for business accounting and tax
purposes
• We collect and store your personal data as part of our legal obligation for the verification of right to work
within the United Kingdom and for business accounting and tax purposes
4.0 Your Rights
You have the right to access any personal information that AW Rail Services Ltd processes about you and to
request information about: –
• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct
and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a
valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with data
protection laws, as well as to object to any direct marketing from us and to be informed about any automated
decision-making that we use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity
before acting on the relevant request; this is to ensure that your data is protected and kept secure.
5.0 Sharing and Disclosing Your Personal Information
We do not share or disclose any of your personal information without your consent, other than for the
purposes specified in this notice or where there is a legal requirement AW Rail Services Ltd uses a third-party to
provide the below services and business functions, however all processors acting on our behalf only process
your data in accordance with instructions from us and comply fully with this privacy notice, the data protection
laws and any other appropriate confidentiality and security measures.
5.1 Payroll
as determined by AW Rail Services Ltd, AW Constructions Services Limited, which in this instance is managed by the company and
therefore no individual detail of staff on the payroll is shared outside of the company
The company will provide a fully HMRC compliant contract of service capability for the payment to all
operatives used by AW Rail Services Ltd, AW Constructions Services Limited. The information provided to this company is encrypted and
managed electronically.
AW Rail Services Ltd, AW Constructions Services Limited have utilised the following company responsible for all IT management for the
business being:
• Warren IT Services Ltd
• Unit 12, The Glenmore Centre
• Folkestone
• Kent
• CT19 4RJ
• Tele: 01303 – 770216
The company identified above, manage all electronic data for the business to include personal data held
for legislative reasons and staff management.
The company is also responsible for security of the Company IT systems and the availability to’ back-up’
and ‘restore’ data as is required.
They will also assist with the application of the online ‘cookie’ policy to ensure that a choice is provided
for data is gathered during ‘visits’ to the company website.
For the full detail of the company Cookie Policy, the detail is contained within a ‘standalone’ policy
All sensitive data on the server is encrypted and access to this data is limited to specific individuals
within AW Rail Services Ltd, AW Constructions Services Limited and Warren IT Services Ltd and is included within the service agreement
between the two organisations
6.0 Safeguarding Measures
AW Rail Services Ltd, AW Constructions Services Limited takes your privacy seriously and we take every reasonable measure and precaution to
protect and secure your personal data. We work hard to protect you and your information from unauthorised
access, alteration, disclosure or destruction and have several layers of security measures in place, including: –
• Providing access to your data for those who have a right use it in the legal course of the business
• Ensure that all data is secured in a correct and proper manner which includes password protection of file
access, encryption of sensitive data and selective access to files and folders held electronically on the
server
• Access to areas where data is stored in locked filing cabinets – restricted to those who have a justifiable
reason to gain access to that space
7.0 Consequences of Not Providing Your Data
You are not obligated to provide your personal information to AW Rail Services Ltd, AW Constructions Services Limited however, as this information
is required for us to provide you with our services/deliver your products/legitimate interests, we will not be able to
offer some/all of our products or services without it.
8.0 How Long We Keep Your Data
AW Rail Services Ltd, AW Constructions Services Limited only ever retains personal information for as long as is necessary and we have strict
review and retention policies in place to meet these obligations. We are required under UK tax law to keep your
basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be
destroyed.
9.0 Special Categories Data (if applicable)
Owing to the services that we offer, AW Rail Services Ltd, AW Constructions Services Limited sometimes need to request sensitive personal
information from you to ensure that there is eligibility for an individual or individuals to be able to work within the
United Kingdom, which will include gathering personal data in the form of passports, NI Numbers, NHS
Numbers, Visa’s and any supporting documents to confirm that there is a right to work and right to remain within
the United Kingdom.
This data has to be obtained and retained for legal reasons and therefore we will collect sensitive personal data,
but we will only request the information required for the specified purpose and always ask for your explicit
consent through a signature. You can modify or remove consent at any time, which we will act on immediately,
unless there is a legitimate interest or legal reason for not doing so.
A consent form is included within the induction process at the initial stages, but where additional consent is
required, the Company Consent form will be utilised
If you consent to us collecting and using your collected data as follows
• Name
• Date of Birth
• Home Address
• Personal Email
• Business Email
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number
• National Insurance Number
• Passport Number
• Driver’s License Number
• Special Category Data (i.e. health/medical information, details about religion, sexuality, gender etc)
for the purposes stated above, then you will be requested to sign the consent from as identified
10.0 Lodging A Complaint
AW Rail Services Ltd, AW Constructions Services Limited only processes your personal information in compliance with this privacy notice and in
accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the
processing of your personal data or are unsatisfied with how we have handled your information, you have the
right to lodge a complaint with the Statutory Authority.
AW Rail Services Ltd, AW Constructions Services Limited
Mr. K A Ongul,
Units 20-24 Stanley Court
Shearway Business Park
Shearway Road
Kent CT19 4FJ
Tele: 01303 – 257462
• Statutory Authority
Information Commissioners Office (ICO
