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Privacy Notice
Motion Rail Limited is the controller of the personal data described in this notice.
Motion Rail Limited, Brecon House, Mamhilad Park Estate, Pontypool, Torfaen, NP4 0HZ. Registered in England and Wales, company number 07020346. Telephone 020 8090 0103.
Questions about this notice or about your data go to our Data Protection Lead at the address above or by email to info@motionrail.co.uk.
This notice is for the people we deal with as businesses (clients, suppliers, subcontractors and their staff), for visitors to this website, and for people who apply to work with us. If you work for Motion Rail, you receive a separate notice covering your employment.
A name, a work email address, a direct line and a job title all identify a person, so business contact details are personal data. The UK GDPR requires us to tell you what we hold, why, and what your rights are, whether we collect the information from you or from somewhere else.
Clients, suppliers and subcontractors
Contact details. We hold your name, job title, work email and telephone number. These come from you, your organisation, your website, a client's contact list or a procurement portal. We use them to place and manage contracts, deliver work, raise and settle invoices and reach the right person on a project. We rely on our legitimate interest in running the business relationship, or on contract where you are a sole trader.
Correspondence and meeting records. We keep a record of what was agreed and what was done, relying on our legitimate interests.
Competence, qualification and vetting evidence for subcontractor personnel. This comes from the subcontractor. We use it to meet our obligations to clients and to the rail industry assurance regime, relying on legal obligation and on our legitimate interest in assuring competence.
Tender and prequalification responses. We use the details you give us to evaluate the submission and to meet the client's own requirements, relying on our legitimate interests, and on contract where an appointment follows.
Website visitors
If you use the contact form or email us, we hold what you send so that we can reply, for as long as the enquiry and any relationship that follows from it require.
We do not use the website to build profiles of visitors and we do not sell any information about them.
How the website uses cookies is explained in the Cookies section below.
Job applicants
We collect the information in your application, our notes from any interview or assessment, and the outcome. We do this in our legitimate interest in recruiting, and to take steps at your request before entering into a contract.
Where a role is safety critical, an appointment depends on medical fitness and on the checks the rail industry requires. Those checks happen after an offer, not during selection, and are explained to you at the time.
We ask for proof of your right to work in the United Kingdom because the law requires it.
Any equality monitoring question is optional, is kept apart from the selection decision and is used only in aggregate.
If you are not appointed, we keep your application for six months so that we can consider you for other roles and answer any question about the decision, and then we delete it.
Special category data
We do not collect health information, or any other special category data, from client or supplier contacts, from website visitors, or from applicants during selection.
Who we share it with
Clients and principal contractors, where a contract requires us to name the people doing the work or to pass on assurance evidence.
Our subcontractors and suppliers, where they need it to do the work.
The service providers we use to run the business, including Microsoft 365, our website host Wix, our accounting and payroll providers, and rail industry systems such as Sentinel. Where they process personal data for us, they do so under written terms.
Regulators, auditors, insurers and professional advisers, where we are required or entitled to.
We do not sell personal data and we do not share it for anyone else's marketing.
Where it is held
Our information is held in the United Kingdom and the European Economic Area. Where a provider processes data outside that area, we check before use that an approved safeguard is in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.
How long we keep it
Client and supplier contact details: for the relationship, then six years from the last transaction.
Contract and project records: six years from completion, or longer where the contract requires it.
Tender and prequalification submissions: for the life of the framework or six years, whichever is longer.
Website enquiries: while the enquiry is live, then kept with any relationship it becomes, or deleted.
Unsuccessful job applications: six months from the decision.
At the end of each period the records are destroyed and the destruction is logged.
Cookies
This website places a small number of cookies that are strictly necessary for the site to work and to keep it secure; these do not need your consent.
Any cookie that is not strictly necessary, including analytics, is only set if you agree to it through the cookie banner. Embedded maps stay blocked until you agree. You can change your choice at any time using the privacy icon in the bottom corner of each page.
Your rights
You have the right to ask for a copy of the personal data we hold about you, to have it corrected if it is wrong, to have it erased in some circumstances, to restrict or object to what we do with it, and to receive it in a portable form where you provided it and we process it by consent or under a contract.
Where we rely on legitimate interests, you can object at any time and we will stop unless we can show compelling grounds that override your interests. Where we rely on consent, you can withdraw it at any time; that does not affect anything done before you withdrew it.
To exercise any right, contact our Data Protection Lead using the details at the top of this page. We will respond within one month, there is no charge, and if we need longer we will tell you why.
If you are not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you came to us first so that we can put it right.
Automated decisions and changes
We do not make decisions about you by automated means alone, and we do not profile you.
We review this notice at least once a year and whenever what we collect, or why, changes. The version on this page is always the current one.
Last updated: October 2026.