Who Are We
Kirklees Light Railway is a visitor attraction that is centred around a 3.5 mile long narrow gauge steam railway in Yorkshire. It is operated by Stately Albion Limited T/A Kirklees Light Railway.
Our registered office is at Kirklees Light Railway, The Station, Clayton West, Huddersfield, West Yorkshire HD8 9XJ
Registered Company Number: 790270
Stately Albion T/A Kirklees Light Railway is committed to safe guarding the privacy of our visitors, website visitors, staff and volunteers. This policy sets out how we will use and treat your personal information.
We review this policy regularly as part of our internal processes or as our services, activities or processes change. It is subject to change at any time, but the most up to date version will be published on our website. www.kirkleeslightrailway.com
Data Controller, Kirklees Light Railway, The Station, Clayton West, Huddersfield, West Yorkshire HD8 9XJ
We take complaints regarding your privacy seriously. If you think we are mishandling or using your data incorrectly or inappropriately please bring it to our attention. In all cases we will be happy to provide an explanation of why we have used your data in a specific way.
You may request us to provide you with any personal information we hold about you. This is called a Subject Access Request.
We will ask you to provide documented evidence of your identity. This will include a copy of photographic ID such as a Passport of Photographic Driving Licence and a current Utility Bill
We are required to respond to your request within 30 calendar days of verifying your identity. We may contact you to clarify your request or to ensure we have the correct information to fully meet your request.
If you believe the information we hold about you to be inaccurate or incomplete, you may ask us to correct or complete it at any time through any of our contact channels. Where possible we will make corrections immediately and confirm with you that it has been done so.
You may ask us to delete your personal data. We will aim to respond to your request within one calendar month. We cannot delete certain types of information where we have a legal or regulatory obligation to retain it. If your request is believed to be excessive it may be declined. If we decline a request to delete information we will explain why we have done so.
You may request we do not use your information for marketing purposes. In practise information used for this purpose will have required you to opt – in. You do have the option to opt out at any stage. This may be done by contacting us through our contact channels.
Information We Collect From You and What Happens To It – Members of the Public
Any information that we collect about you may be shared to a level of reasonable necessity to our staff both paid and voluntary. This is to enable us to provide the service that has been advertised. This sharing may also include sub-contractors working on our behalf. We will not share your information with independent third parties.
1. Birthday Party Bookings
Birthday party bookings are made by you either over the telephone or in person. We record your name, address, contact telephone number and email address. This information is recorded on a hand written booking form. This form is then kept in a locked filing cabinet and will be retained until four weeks after the party has taken place and will then be destroyed.
The information from the booking form will be entered on an electronic spreadsheet and used as a basis for a confirmation letter. These electronic files are kept on a secure server and accessed only by staff members with the appropriate passwords. The entry on the spreadsheet and an electronic copy of the letter will be retained for four weeks after your party and then will be permanently deleted.
2. Driver Experience Course Bookings
Driver Experience Course Bookings are made by you either over the telephone or in person. We will record the name, address, contact telephone number and email address of the person making the initial booking and the course candidate on a hand written booking form. This form will be retained for 13 months in a locked filing cabinet after which time it will be destroyed. The information from this form will be entered on to a secure excel spreadsheet and onto confirmation letters of the initial booking and date confirmation of when the course will take place. The entry in the spreadsheet and electronic copies of the letter will be retained for 13 months or until 4 weeks after the course has taken place after which time they will be permanently deleted.
Gift Vouchers are purchased by you for many different aspects of our visitor offering. These are purchased over the telephone or in person. We will record the name, address, contact telephone number and email address of the person making the initial booking and the recipient of the voucher on a hand written booking form. These details will be entered on to a spreadsheet and onto a gift voucher which we will post to the recipient, if you request us to. If the voucher is event specific we will retain the details until four weeks after the event and then the entry will be deleted. If the voucher is not date specific we will retain the details for 13 months (a voucher will be valid for a maximum of 12 months) after which time details will be deleted.
You may telephone us; go online or book in person. If you are booking online please see below for what happens to your details. If booking in person or by telephone your name, address, telephone and email address will be entered onto a booking form. The details from which will be entered on to a spreadsheet and a confirmation letter. The booking form will be retained in a locked filing cabinet for 13 months or until 4 weeks after the date you or the candidate attends the course. After which time the form will be destroyed and electronic records deleted.
5. Season Tickets
You may purchase season tickets over the telephone, in person or online via our website. You will be asked to provide your name, address, email address and telephone number. These details will be entered into the vTicket online website. This website is operated and run by Wilson Digital Media. This is a secure website, access is restricted to those authorised to manage and input date via agreed usernames and passwords. Your details will be retained in it for 16 months. This will allow for the duration of the season ticket and allow you time to renew should you wish to. After this time if you do not renew your details will be made electronically anonymous but an unnamed record will remain for our accounting purposes.
6. Special Event Tickets
You may book special event tickets either online, in person or via the telephone. If you are booking in person or over the telephone your name, address, email and telephone number will be entered into the vTicket website which is operated and run by Wilson Digital Media. This is a secure website, access is restricted to those authorised to manage and input date via agreed usernames and passwords. Your details will be retained in it until four weeks after the event you attended. After this time your details will be made electronically anonymous but an unnamed record will remain for our accounting purposes.
7. Competition Sheets
On your visit to us you may take part in our "Spot the….” competition. These sheets have an option for you to opt on to our marketing mailing list. These sheets will be retained in a locked filing cabinet until one of our marketing staff adds your details to our mailing list. At this point the sheets will be destroyed. Our mailing list is maintained by ourselves and is hosted by Mailchimp.
8. Written correspondence
Written Correspondence that you send to us whether electronically or in hard copy and any response from ourselves to the correspondence will be retained indefinitely if there is a legitimate need for us to do so. If we do not need to retain the correspondence it will be destroyed or deleted.
9. Telephone Enquires
You may be required or need to leave your name and telephone number with us. In these situations the name and number will be written down on paper. These details will then be typed into an email and emailed to the specific staff member you were trying to contact or who is responsible for the area you are contacting us about. The piece of paper will be destroyed and the email is secure. Once processed your details maybe deleted if there is not a legitimate reason for the person to retain them any longer.
10. Lost Property Enquiries
You may be unfortunate enough to lose an item when you visit us. You may leave your name; address and telephone number with us in case the item is found. These details will be recorded on a form that will be kept in a locked filing cabinet until the item is found or three months pass. After which time the form will be destroyed. If you lose a credit or debit card onsite we urge you to report it to your bank immediately to prevent fraudulent contactless use.
11. Electronic Mailing List
You may have subscribed to our electronic mailing list which is used for our newsletter and direct marketing purposes. You are required to opt in to this mailing list. This mailing list is hosted by MailChimp. Your details will be retained in this mailing list until you update your preferences and choose to unsubscribe from it.
12. Our website, Online bookings and Cookies
Below is a description of the cookies that are used on our website:
- remembers items that you have added to your cart (expires: 3 hours)
- remembers site browsing preferences (expires: 3 hours)
If you wish to restrict cookies that are being set by our website you can do this via your browser settings. For more information about cookies and how they work on different browsers please visit www.aboutcookies.org.
Please be aware that restricting cookies to our website will inhibit your ability to sign in or purchase tickets.
When you purchase tickets on line your name, address, telephone number and email address are recorded. This information is only accessible by our staff with usernames and passwords. When booking online the IP address of you online device is also recorded. These details will be retained for four weeks after the event has taken place. After which time a record of the booking will remain but your details will be made anonymous.
Online payments you have made are via Stripe UK. This is a secure online payment system
Tickets will be posted out in envelopes using the Royal Mail.
13. Social Media
We use the several social media platforms including Facebook, Instagram and Twitter. Stately Albion T/A Kirklees Light Railway is not responsible for the privacy policies or practises of these platforms. You may wish to contact us using either the public methods or the private messengers sections. Please remember Social Media platforms should not be considered a secure place for personal data to be entered. If you contact us by the private messenger function on a specific platform we will archive the messages to restrict access by ourselves as users, where it is possible to do so. We cannot delete date from these platforms nor can we guarantee that there will not be access from the Social Media platforms personnel or third parties.
Information we hold relating to our Staff (Paid and Voluntary) and how it is used.
We hold a file on each of our volunteers. These files are kept in a locked filing cabinet. These files contain a volunteer information form which includes address, telephone and email details. These forms are signed to acknowledge how the date is used, if the volunteer is under 18 years of age it must be countersigned by a responsible adult. There is a sealed envelope which contains a medical form which is renewed every two years. Previous medical forms are destroyed. These medical forms will be passed to emergency service crews should the need arise. The files also include details of qualifications obtained at the Kirklees Light Railway, medicals undertaken for safety critical roles and details of any disciplinary action that may be taken.
Due to the safety critical nature of our business volunteers cannot opt out of us holding this information. Should a volunteer cease to be a volunteer the file will be retained for six months and then destroyed. If a volunteer chooses to retire, but wishes to remain in contact with us, the file will be retained until we are instructed otherwise.
Access to these files is restricted to the General, Commercial and Operations Managers
2. Volunteer Emails
We hold two email distribution lists for our volunteers. These are used for staffing purposes and the distribution of safety critical notice which are pertinent to our safe operation. Our emails are password protected and are provided by Fasthosts and Webmail. The data is downloaded on to our server which is at Clayton West station. When bulk emails are sent they are sent to undisclosed recipients.
3. Paid Staff Records
We hold a file for each member of staff who has received payment for the work they undertake for us. These files are kept in a locked filing cabinet which the General Manager has sole access to. These files include a staff information form which details address, date of birth, and contact information. The files contain a copy of the staff member’s contract. The files may include references from previous employers, medical reports, details of disciplinary actions and financial details. If the member if staff is under 18 years of age there will be a signed statement from a responsible adult acknowledging that the details will be kept on file. We will retain the following information for the time periods stated
Personal details (name, address, telephone number, NI number) – 15 years post-employment
Employment contract / terms and conditions of employment – 15 years post-employment
Medical information – sickness records – 6 months post-employment
Medical information following accident at work – 4 years post-employment
Medical surveillance i.e. COSHH, audiometry, asbestos, lung function tests - 40 years’ post-employment.
Disciplinary / grievance information – 6 months post-employment.
Pension information – 15 years post-employment
Name, Address, Date of Birth, National Insurance Number and financial details will be passed to our Payroll Accountants, Evans and Partners in Bristol.
4. Pay Slips
We hold copy payslips for all employees. These are retained for three years after which time they will be destroyed. Digital copies of payslips for the duration of an individual’s employment are retained by our payroll accountancy firm Evans and Partners.
Third Party Websites