Privacy Notice

• “Personal data” is any information that relates to a living individual who can be identified from that information. Processing is any use that is made of data, including collecting, storing, amending, disclosing or destroying it.
• “Special categories of personal data” means information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and genetic and biometric data.
• “Criminal records data” means information about an individual’s criminal convictions and offences, and information relating to criminal allegations and proceedings.

Platform4 processes personal data in accordance with the following data protection principles:

• We process personal data lawfully, fairly and in a transparent manner.
• We collect personal data only for specified, explicit and legitimate purposes.
• We process personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing.
• We keep accurate personal data and take all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
• We adopt appropriate measures to make sure that personal data is secure and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.
• We tell individuals the reasons for processing their personal data, how we use such data and the legal basis for processing in its privacy notices. We will not process personal data of individuals for other reasons.
• Where we process special categories of personal data or criminal records data to perform obligations or to exercise rights in employment law, this is done in accordance with a policy on special categories of data and criminal records data.
• We will update personal data promptly if an individual advises that his/her information has changed or is inaccurate.

Platform4 keeps a register of its processing activities in respect of personal data in accordance with the requirements of the UK General Data Protection Regulation (GDPR).

You can browse our website without disclosing any personal information about yourself. However, if you choose to complete a form on our website such as to make an enquiry or contact us, you may be asked to provide certain personal details. By entering your information, you enable Platform4 to respond to your enquiry or provide the service or information you have requested.

In all cases, we only collect the information necessary to fulfil your request.

If you apply for a job vacancy advertised on our website, your personal data will be processed in accordance with our Recruitment Privacy Policy, which can be found here.

We collect the following types of data via our website:

• Personal Identification Information: Name, email address, organisation, mobile phone number.
• Personal Information to Support Job Applications:
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK;
• Usage Information: MAC address, time and date of usage, data used during the session, location, and device type.

Data is collected directly from users when they

• Voluntarily complete customer surveys, enquiry forms or provide feedback.
• Contact Platform4 with comments, questions, or complaints.
• Respond to an advertised job vacancy on the careers section of the website.

Platform 4 uses the collected data to:

• Respond to your enquiries and provide the information or services you’ve requested.
• Communicate with you about your enquiry or any follow-up actions.
• Process job applications submitted through the website in line with our Recruitment Privacy Policy.
• Maintain and improve the security and performance of our website.
• Meet any legal or regulatory requirements.

Platform4 processes personal data only when we have a lawful basis to do so under the UK GDPR. These include:

• Consent: When you have given us clear permission to process your personal data (for example, when you submit an enquiry form).
• Contract: When processing your data is necessary to take steps you request before entering into a contract (for example, responding to a job application).
• Legal Obligation: When we need to process your data to comply with the law.
• Legitimate Interests: When it is necessary for our legitimate business interests, such as improving our website or ensuring network and information security, and your rights and freedoms do not override those interests.

Platform4 will not sell or rent your personal data to third parties. We may share your data with:

• Selected third parties providing services such as marketing, customer support, and operational functions to help us operate our website. These parties are contractually required to keep your data secure in compliance with UK data protection laws and only use it for the purposes we specify.
• Regulatory or legal authorities when required to comply with the law or legal obligations.
• Network Rail Infrastructure Limited (NRIL), our parent company, only where necessary for reporting or internal operational purposes.

We ensure that any third party processing your data does so in compliance with UK data protection laws.

Platform4 securely stores user data on servers managed by our trusted developer partner and website hosting provider via a secure portal based in the UK. Data is retained for a period of 12 months.

We only collect and retain personal data necessary to respond to your enquiries or process job applications. Your details will be kept only for as long as required to fulfil these purposes. If you would like your personal data to be removed, please contact info@platform4.com

Platform4 ensures that users are aware of their data protection rights, which include:

• Right to Access: Users can request copies of their personal data. Requests are normally free of charge; however, a reasonable fee may be applied if a request is excessive, repetitive, or for additional copies.
• Right to Rectification: Users can request corrections to inaccurate or incomplete data.
• Right to Erasure: Users can request the deletion of their personal data under certain conditions.
• Right to Restrict Processing: Users can request limitations on the processing of their data under certain conditions.
• Right to Object to Processing: Users can object to the processing of their data under certain conditions.
• Right to Data Portability: Users can request the transfer of their data to another organization or directly to themselves under certain conditions.

Requests to exercise these rights can be made via email to info@platform4.com. Platform4 will respond within one month.

We limit access to personal data to:

• Authorised members of the Platform4 team with administration rights who have responsibilities in marketing and communications.
• Our website development and IT partners, who may access data on a limited basis strictly for maintenance, technical support, or troubleshooting purposes.
• If you apply for a job vacancy advertised on our website, please refer to our Recruitment Privacy Policy, which can be found here.

The Platform4 website uses cookies, which are small pieces of information that allow us to maintain your connection to our website. They help provide you with a good experience when you browse our website and allow us to improve its functionality.

• Strictly Necessary Cookies: these are required for the operation of our website;
  • Analytical/Performance Cookies: They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality Cookies: These are used to recognise you when you return to the Website. This enables us to personalise content for you and remember your account preferences.
  • Targeting Cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
• Third Party Cookies: Please note that third parties (including, for example, providers of external services such as web traffic analysis services) may also use cookies, over which Platform4 has no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
• Google Analytics: This website uses Google Analytics, a web analytics service provided by Google, Inc. (‘Google’). Google Analytics uses cookies (text files placed on your computer) to help the website operators analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can also choose to disable Google Analytics cookies by adjusting your browser settings or by using Google’s opt-out tools.
• Social Tools: This website uses sharing tools. Sharing tools allow you to share content through social networks such as LinkedIn, Facebook, or X. When you use one of these buttons, the social networking site may place a cookie on your computer. This would be a third-party cookie set by the social networking site. If you have any questions about the use of these third-party cookies, you should check the relevant social networking site’s cookie policy.

You may refuse the use of cookies by selecting the appropriate settings in your browser. However, if you do this you may lose some useful website functionality.

For further information visit www.aboutcookies.org or www.allaboutcookies.org

The Platform4 website may contain links to other websites. Platform4 is not responsible for the privacy practices of these external sites should you choose to visit them.

Platform4 will regularly review and update its privacy policy. The latest update was made on 29/10/2025.

Data Controller: Platform4, 20 Cranbourn Street, London, WC2H 7AA
Data Protection Officer: Lynden Cotton (info@platform4.com)

For questions about this privacy policy or to exercise data protection rights, users can contact Platform4 at info@platform4.com

Users can report complaints or concerns to the Information Commissioner’s Office via the following:

• Website: ICO Complaints
• Contact Number: 0303 123 1113