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Privacy Policy

Who are we?

Transport for the South East is the sub-national transport body (STB) for the South East of England. We are a partnership bringing together local authorities, business groups and others to make the case for investment in our region’s strategic transport networks and infrastructure.

What type of information is collected from you?

In order to provide relevant communications we will collect the name, job title, email address, name of organisation and, if appropriate, the type of organisation you represent, e.g. business, local authority, transport operator etc. We will also collect information on political affiliation for elected members of local authorities and Members of Parliament where this information is already in the public domain.

How is your information used?

The data will be used to provide relevant communications about the work of Transport for the South East. Your information will never be sold for direct marketing purposes. We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

Some of your information is processed outside of the European Economic Area. We use Campaign Monitor, a third party based in the United States, to process the data that we collect for the purpose of sending email communications such as our ‘Connections’ newsletter.

Campaign Monitor maintain administrative, physical and technical safeguards for protection of the security, confidentiality and integrity of personal data uploaded to the Campaign Monitor Services, as described on Campaign Monitor’s security section.

What is the legal basis for processing your information?

The legal basis for our use of this information is your consent – we will only retain your details if you have positively indicated that you are happy for us to do so. If you want to remove your consent, please contact us at the following email address and we will deal with your request.

How long will your information be kept for?

We will keep your data until you unsubscribe or until we no longer send communication updates. All data will be reviewed by 17 April 2024.

Sharing your information

Any sharing of personal data is always done:

  • on a case-by-case basis;
  • using the minimum personal data necessary;
  • with the appropriate security controls in place; and
  • in line with legislation.

Information is only shared with those agencies and bodies who have a “need to know” or where you have consented to the sharing of your personal data to such persons. We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

Use of third-party organisations

We may share your information with trusted external organisations to process your data on our behalf. To effectively manage and provide you with a comprehensive range of service, Transport for the South East makes use of expert third party service providers to perform functions and/or provide services on our behalf (such as email newsletters and events management communications). These third-party service providers (“Data Processors”) may use your personal information in order to assist Transport for the South East, or to provide the agreed Service to you on our behalf. All of our Data Processors are bound by strict contractual terms in order to ensure that your personal information will be protected appropriately. ·

  • Stakeholder management database – Tractivity
    • In order to effectively manage and track stakeholder activity, data including name, organisation, job title and email address, is stored in Tractivity. We may use this data to send you general communications and invitations to events and activities that may be of interest to you.
  • Event management – Eventbrite
    • Personal data is stored by Eventbrite to enable us to manage invitations to and attendance at Transport for the South East events. ·
  • Email newsletter publication – Campaign Monitor
    • Personal data is stored by Campaign Monitor for the purpose of sending targeted email communications, such as our ‘Connections’ monthly newsletter ·
  • Spatial planning data – Project View
    • Local authority data on a range of spatial planning issues is stored for the purpose of building regional-level data sets. These are used as a decision-support tool to assess potential transport interventions.

Your contact details may be shared with consultants contracted by Transport for the South East but only for the purpose of supporting activities they are running on behalf of Transport for the South East.

Any organisation commissioned by Transport for the South East will be under contractual obligation to comply with data protection legislation.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information;
  • to ask for access to your information;
  • to ask for your information to be corrected if it is inaccurate or incomplete;
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it;
  • to ask us to restrict the use of your information;
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information;
  • to object to how your information is used; and
  • to challenge any decisions made without human intervention (automated decision making).

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please contact us:

Transport for the South East
County Hall
St Anne’s Crescent
East Sussex

To complain about the use of your information, please contact East Sussex County Council’s Customer Services Team or its Data Protection Officer.

Further information on making a complaint.

You can also contact the Information Commissioner’s Office for further information or to make a complaint:

Information Commissioner’s Office
Wycliffe House
Water Lane
Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
Email ICO
Report a concern on the ICO website

Tractivity Privacy Information

Last updated 1 May 2020


This privacy policy relates to this Engage 360 website provided by Tractivity Limited.

Tractivity Limited (“Tractivity”, or “we” or “us”) are committed to respecting our customers’ privacy and protecting their data. This privacy policy describes how we capture and use the data that we gather about users of this website. Please read the following carefully to understand our views and practices regarding data and how we will treat it.

Tractivity provides products and services which enable our customers to create and administer Surveys. We host our customers’ Surveys on our servers and collect the responses to those Surveys on their behalf. Our customers may also upload contact information of potential Survey respondents to invite them to participate in a survey. We refer to this contact information and responses as “Survey Data”. Our customers remain data controllers of this Survey Data and we process it solely in accordance with our agreement with our customers (for example, our Software License and Services Agreement).

We act as data processor in relation to all personal information. If you are a Survey respondent, the data controller of the Survey Data is our customer who invited you to participate in the survey.

If you have any questions, comments or complaints regarding our privacy policy or practices, please contact us using the below details:


Data Protection Officer (DPO),
Tractivity Limited,
Systems House,
Deepdale Business Park,
DE45 1GT


Changes to our privacy policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will post a notice on the homepage of our website and the login screens for our services. We will also keep prior versions of this policy in an archive for your review.

Privacy Policy for Survey Respondents

In this section the words “you” and “your” refer to a survey respondent.

Tractivity’s products and services enable our customers to create and administer surveys. We host our customers’ surveys on our servers and store the responses to those surveys on their behalf. Our customers may also upload contact information of potential survey respondents to invite them to participate in a survey. We refer to this contact information and responses as “Survey Data”. Our customers remain Data Controllers of this Survey Data and we process it solely in accordance with our licence agreement with our customers. Aside from Survey Data, we are likely to process other information about you such as emails received and enquiries made.

Our customers have total discretion to determine how they design their surveys, what information they collect, who they invite to participate in a survey, whether they upload respondent information, what the Survey Data will be used for, whether it will be combined with other information and data, who it will be shared with and how long it will be stored. We strongly recommend you read the privacy notices and/or obtain privacy information from our customer who has invited you to participate in the survey to fully understand what information is stored and how your Survey Data will be used.

You should contact our customer if you have any questions about their survey, or to exercise your rights in relation to the Survey Data.

The information we collect about you

Survey Data: we collect your survey responses. Our customer may also have uploaded your contact information to enable them to invite you to participate in the survey and send reminder emails to you. As explained above, we process this Survey Data on our customer’s behalf and make no use of it ourselves.

How we use your information

We use the information that we hold about you in the following ways:

Survey Data – to provide our products and services: we hold, store and process your Survey Data solely to provide our products and services to our customers, in accordance with our agreement with them. We only use your Survey Data for our own purposes if required to do so by law.

We will not use any information that we hold about you for marketing purposes.

Who we share your information with

Survey Data: unless we are required to do so by law, we will not disclose your Survey Data to any third parties other than our customers and our sub-processors (such as our affiliates and our hosting providers) that have been authorised by our customer in our agreement with them.

Your contact information: where you contact us directly we may, if appropriate, refer your enquiry to our customer.

Your rights as a data subject

If you wish to access, correct, or delete your Survey Data, opt out of any use or disclosure of your Survey Data or exercise any of the other rights described within the GDPR in relation to your Survey Data, you will need to contact our customer directly. Where necessary, we will provide assistance to our customers to deal with your request.

You have the right to complain to a data protection authority about our Customers’ collection and use of your personal data. For more information, please contact your local data protection authority.

In the UK, this is the Information Commissioner’s Office:

A list of EU Supervisory Authorities is available here:

How long we keep your information

Survey Data: our customers determine how long they store your Survey Data in our products and services, so if you have any questions about this please ask them directly.

Aside from Survey Data we are likely to hold other information about you such as emails received and enquiries made. We typically retain technical information for as long as we have a specific reason to retain it for example to comply with a legal requirement).

Security of your information

We take the security of your information extremely seriously and apply high standards of security to all information that we hold, in line with ISO/IEC 27001:2013 and PCI DSS, which aligns our information security policies and procedures to follow industry best practice.

All information that you provide to us is stored on secure servers. Our data centre providers are also ISO27001:2013 and PCI DSS certified, and our customers’ Survey Data is encrypted on the servers at rest and in transit across the internet.