Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table above.

Marketing

 

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You have the right at any time to stop us from contacting you for marketing purposes. If you wish to exercise these rights you can do so by selecting your contact preferences at the point where you provide us with your information on our website or by contacting us. You can also unsubscribe from any email marketing using the links provided in the emails we send to you.

Promotional offers from us

 

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing). You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

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Cookies

 

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see www.railbsr.com/cookie-policy

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Change of purpose 

 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.​

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With whom do we share your personal data?

We may share your personal data with the parties set out below for the purposes set out in “Purposes for which we will use your personal data”

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Service providers acting as processors who provide IT and system administration services; professional advisers acting as processor or controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services; Tax authorities, regulators and other authorities acting as processors or  controllers who require reporting of processing activities in certain circumstances.

Other third parties where you ask us to, including with partners who have integrated with Railsr through our API or in connection with banking and financial services;. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any agreement with you or our suppliers, to protect the rights, property or safety of Railsr, our customers or others. This includes:

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• exchanging personal data with other companies and organisations for the purposes of fraud protection, money laundering/terrorist financing prevention and credit risk reduction 

• tax authorities;

• to the police and other law enforcement or governmental bodies;

• consultants who may have access to your personal data if it is necessary for the service they provide.

 

We may share your personal data with our other group entities. We have adopted an intra group agreement, which ensures all personal data transferred across the group is protected to the same high standards, even if not required by the local data protection legislation.

 

We may also share aggregated information (information about our users that we combine together so that it no longer identifies or references an individual) and non-personally identifiable information for industry and market analysis, demographic profiling, marketing and advertising and other business purposes.

 

We may also share your personal data with other parties when entering into business transactions, i.e.: (i) in the case the financial or legal audit (due diligence) or when other inspection of us is being carried out – to the persons performing said audit / inspection; (ii) in the case it is intended to transfer our company shares (any part thereof) or us as a business

(any part thereof) – to the potential transferees (their representatives), (iii) any reorganisation, merger, incorporation of a joint venture, or any other transfer of our business, property or shares (also if related to bankruptcy or and other similar procedure) - to the transferees (their representatives) or any other type of successors (their representatives).

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Data security

 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. We have put in place procedures 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.

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Where do we store and process your personal data?

 

We process your personal data and store it on servers managed by our hosting providers.

Those servers are located across a number of secure data centres in the EEA. Our server environment is highly secure and there is very limited personnel access. Any personal data will be encrypted “at rest” (in other words, on being stored).

 

International transfers

 

In certain circumstances, we may transfer your personal data to countries outside the UK and EEA, which may not adhere to the same levels of data protection to which countries such as the UK and within the EEA are subject.  Any such transfers are, at all times, made in accordance with the DPA 2018, GDPR and/or Applicable Local Laws.  Details of the circumstances and mechanisms in place to ensure compliance are set out below:​

 

Embedded Finance Group

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In addition to our UK offices, we also have offices in the EEA, Malaysia, and Vietnam.  We have also put in place an intercompany agreement which contains the Standard Contractual Clauses approved by the European Commission to ensure that all transfers of Personal Data to any member of the Embedded Finance group are protected to the same level as required under UK and European data protection legislation

 

Third Party Suppliers

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Some of our third party suppliers are based outside the UK and EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

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• We will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries here

• Where we use certain service providers, we may use specific contracts (Standard Contractual Clauses) approved by the European Commission which give Personal Data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries here

• Please contact us if you want further information on the specific mechanism used by us when transferring Your Data out of the UK and EEA.

 

If you are outside the EEA and make payments or send messages, or you are in the EEA and make payments or send messages outside the EEA, we may process payments through other institutions and payment systems. They may have to process and store personal data about you in connection with their own regulations; please note that the standards to which they adhere may not be as stringent as those in the EEA.

 

Unfortunately, the transmission of your personal data via the Internet can never be 100% secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data about you transmitted to us and so any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

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Fraud prevention agencies may allow the transfer of your personal data outside of the UK. This may be to a county where the UK Government has decided that your data will be protected  to UK standards, but if the transfer is to another type of country, then the fraud prevention agencies will ensure your data continues to be protected by ensuring appropriate safeguards are in place.​

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Your legal rights

 

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your personal data unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your personal data which override your rights and freedoms.

• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: 

  • If you want us to establish the data’s accuracy.

  • Where our use of the data is unlawful but you do not want us to erase it.

  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims. 

  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated personal data which you initially provided consent for us to use or where we used the personal data to perform a contract with you. 

• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent. 

 

If you wish to exercise any of the rights set out above, please contact us at dpo@railsr.com. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. We may need to request specific personal data from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further personal data in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

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Data retention

 

How long will you use my personal data for?

 

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

 

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

 

By law we have to keep basic information about our customers (including Contact, Identity, and Financial Data) for six years for regulatory purposes. Please note that fraud prevention agencies are permitted to hold your personal data for different periods of time and if you are considered to pose a fraud or money laundering/terrorist financing risk your data can be held for up to six years.

 

In some circumstances you can ask us to delete your data: see “your legal rights” above for further information.

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Contact details

 

If you have any questions about this privacy policy or our privacy practices, please contact our DPO in the following way;

Email address: dpo@railsr.com

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Complaints

 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

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Changes to the privacy policy and your duty to inform us of changes

 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. We keep our privacy policy under regular review. Any changes we may make to our Privacy Policy in the future will be posted on this page and, where we consider it appropriate, notified to you by email or notify you on our website. Please check back frequently to see any updates or changes to our Privacy Policy.

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Conflict between English text and other translation

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If there is any conflict or discrepancy between the English text of this privacy policy and any translation thereof, the English text shall prevail and supersede any other translation or any other version in any other language.