Volunteers & work placements Expand We use your personal data to manage your time with us and to make sure we are complying with all of our legal and health & safety responsibilities and obligations to you. This could include contacting you about a placement you’ve applied for or we think you might be interested in, aspects of your placement, providing you with a reference or to recognise your contribution.
Job applications Expand As part of any recruitment process, we collect and process personal information, or personal data, relating to job applicants. This personal information may be held on paper or in electronic format and applies to all job applicants, whether they apply for a role directly or indirectly through an employment agency. It is non-contractual. NYMR, uses and processes a range of personal information about you during the recruitment process. This includes: your contact details, including your name, address, telephone number and personal e-mail address personal information included in a CV, any application form, cover letter or interview notes references information about your right to work in the UK and copies of proof of right to work documentation copies of qualification certificates copy of any Identification provided other background check documentation details of your skills, qualifications, experience and work history with previous employers information about your current salary level, including benefits and pension entitlements your professional memberships We may also collect, use and process the following special categories of your personal information during the recruitment process: whether or not you have a disability for which NYMR needs to make reasonable adjustments during the recruitment process, information about your racial or ethnic origin, religious or philosophical beliefs and sexual orientation How do we collect personal information regarding job applicants? We collect personal information about you during the recruitment process either directly from you or sometimes from a third party such as an employment agency. We may also collect personal information from other external third parties, such as references from current and former employers, information from background check providers, information from credit reference agencies and criminal record checks from the Disclosure and Barring Service (DBS). Other than employment agencies, we will only seek personal information from third parties during the recruitment process once an offer of employment or engagement has been made to you and we will inform you that we are doing so, or at another time with your agreement. You are under no statutory or contractual obligation to provide personal information to NYMR during the recruitment process. Your personal information may be stored in different places, including on your application record or in IT systems, such as the e-mail system. Why and how do we use the personal information of job applicants? We will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following circumstances: where we need to do so to take steps at your request prior to entering into a contract with you, or to enter into a contract with you (1) where we need to comply with a legal obligation (2) where it is necessary for our legitimate interests (or those of a third party), and your interests or your fundamental rights and freedoms do not override our interests (3). We need all the types of personal information listed under ‘What types of personal information do we collect about job applicants?’ primarily to enable us to take steps at your request to enter into a contract with you, or to enter into a contract with you (1), and to enable us to comply with our legal obligations (2). In some cases, we may also use your personal information where it is necessary to pursue our legitimate interests (or those of a third party), provided that your interests or your fundamental rights and freedoms do not override our interests (3). Our legitimate interests include: pursuing our business by employing employees, workers and contractors; managing the recruitment process; conducting due diligence on prospective staff and performing effective internal administration. We have indicated, by using (1), (2) or (3) next to each type of personal information listed above, what lawful basis we are relying on to process that particular type of personal information. The purposes for which we are processing, or will process, your personal information are to: manage the recruitment process and assess your suitability for employment or engagement decide to whom to offer a job comply with statutory and/or regulatory requirements and obligations, e.g. checking your right to work in the UK comply with the duty to make reasonable adjustments for disabled job applicants and with other disability discrimination obligations ensure compliance with your statutory rights ensure effective HR, personnel management and business administration monitor equal opportunities enable us to establish, exercise or defend possible legal claims Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law. What if you fail to provide personal information as part of the job application process? If you fail to provide certain personal information when requested, we may not be able to process your job application properly or at all, we may not be able to enter into a contract with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory rights. Why and how do we use the sensitive personal information of job applicants? We will only collect and use your sensitive personal information, which includes special categories of personal information and information about criminal convictions and offences, when the law additionally allows us to. Some special categories of personal information, i.e. information about your health, and information about criminal convictions and offences, is also processed so that we can perform or exercise our obligations or rights under employment law and in line with our data protection policy. We may also process information about your health and information about any criminal convictions and offences where we have your explicit written consent. In this case, we will first provide you with full details of the personal information we would like and the reason we need it, so that you can properly consider whether you wish to consent or not. It is entirely your choice whether to consent. Your consent can be withdrawn at any time. The purposes for which we are processing, or will process, health information and information about any criminal convictions and offences, are to: assess your suitability for employment or engagement comply with statutory and/or regulatory requirements and obligations, e.g. carrying out criminal record checks comply with the duty to make reasonable adjustments for disabled job applicants and with other disability discrimination obligations ensure compliance with your statutory rights ascertain your fitness to work ensure effective HR, personnel management and business administration monitor equal opportunities We will only use your personal information for the purposes for which we collected it, i.e. for the recruitment exercise for which you have applied. However, if your job application is unsuccessful, we may wish to keep your personal information on file in case there are future suitable employment opportunities with us. We will ask for your consent before we keep your personal information on file for this purpose. Your consent can be withdrawn at any time. Where NYMR processes other special categories of personal information, i.e. information about your racial or ethnic origin, religious or philosophical beliefs and sexual orientation, this is done only for the purpose of equal opportunities monitoring in recruitment and in line with our data protection policy. It is entirely your choice whether to provide such personal information. We may also occasionally use your special categories of personal information, and information about any criminal convictions and offences, where it is needed for the establishment, exercise or defence of legal claims. Who has access to the personal information of job applicants? Your personal information may be shared internally within NYMR for the purposes of the recruitment exercise, including with members of the HR department, members of the recruitment team, managers in the department which has the vacancy and IT staff if access to your personal information is necessary for the performance of their roles. We will not share your personal information with third parties during the recruitment process unless your job application is successful and we make you an offer of employment or engagement. At that stage, we may also share your personal information with third parties (and their designated agents), including: external organisations for the purposes of conducting pre-employment reference and employment background checks the DBS, to obtain a criminal record check former employers, to obtain references professional advisors, such as lawyers We may also need to share your personal information with a regulator or to otherwise comply with the law. We may share your personal information with third parties where it is necessary to take steps at your request to enter into a contract with you, or to enter into a contract with you, where we need to comply with a legal obligation, or where it is necessary for our legitimate interests (or those of a third party). How long does NYMR keep the personal information of job applicants? We will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed. If your application for employment or engagement is unsuccessful, we will generally hold your personal information for one year after the end of the relevant recruitment exercise but this is subject to: (a) any minimum statutory or other legal, tax, health and safety, reporting or accounting requirements for particular data or records, and (b) the retention of some types of personal information for up to six years to protect against legal risk, e.g. if they could be relevant to a possible legal claim in a tribunal, County Court or High Court. If you have consented to us keeping your personal information on file for in case there are future suitable employment opportunities with us, we will hold your personal information for a further six months after the end of the relevant recruitment exercise, or until you withdraw your consent if earlier. If your application for employment or engagement is successful, personal information gathered during the recruitment process will be retained for the duration of your employment or engagement and in accordance with the privacy notice for employees, workers and contractors. Personal information which is no longer to be retained will be securely and effectively destroyed or permanently erased from our IT systems and we will also require third parties to destroy or erase such personal information where applicable.
Accessing your own data Expand As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to: request access to your personal information - this is usually known as making a data subject access request and it enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it request rectification of your personal information - this enables you to have any inaccurate or incomplete personal information we hold about you corrected request the erasure of your personal information - this enables you to ask us to delete or remove your personal information where there’s no compelling reason for its continued processing, e.g. it’s no longer necessary in relation to the purpose for which it was originally collected restrict the processing of your personal information - this enables you to ask us to suspend the processing of your personal information, e.g. if you contest its accuracy and so want us to verify its accuracy object to the processing of your personal information - this enables you to ask us to stop processing your personal information where we are relying on the legitimate interests of the business as our legal basis for processing and there is something relating to your particular situation which makes you decide to object to processing on this ground data portability - this gives you the right to request the transfer of your personal information to another party so that you can reuse it across different services for your own purposes. If you wish to exercise any of these rights, we may need to request specific information from you in order to verify your identity. We may request for you to complete a Subject Access Request Form. You are not obliged to complete this form but this is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it. In the limited circumstances where you have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. This will not, however, affect the lawfulness of processing based on your consent before its withdrawal. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purpose you originally agreed to, unless we have another legal basis for processing. If you believe that NYMR has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.
How does NYMR protect your personal information? Expand NYMR has put in place measures to protect the security of your personal information. It has internal policies, procedures and controls in place to try and prevent your personal information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, workers, agents, contractors and other third parties who have a business need to know in order to perform their job duties and responsibilities. Where your personal information is shared with third parties, we require all third parties to take appropriate technical and organisational security measures to protect your personal information and to treat it subject to a duty of confidentiality and in accordance with data protection law. We only allow them to process your personal information for specified purposes and in accordance with our written instructions and we do not allow them to use your personal information for their own purposes. We will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator such as the Charity Commission) and you of a suspected breach where we are legally required to do so.
How long will NYMR keep your personal information? Expand We will only retain your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements. 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 purpose for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. When your information is no longer required under our retention policies, we will ensure it is disposed of in a secure manner.
How to amend your information Expand Under the General Data Protection Regulations (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here. To correct, amend, update or ask about any information you have given us, or to withdraw consent you have previously given, please contact us [email protected] or write to us at the address below: Data Protection North Yorkshire Moors Railway12 Park Street, Pickering, North Yorkshire, YO18 7AJ We may need to verify your identity before actioning your request. This privacy policy was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of NYMR’s collection and use of personal information, however we are happy to provide any additional information or explanation needed. Any requests for this should be sent to [email protected] or please write to us at the postal address given above. NYMR reserves the right to update or amend this privacy policy at any time. We will issue a new privacy policy when we make significant updates or amendments. We are registered with ICO under the name North Yorkshire Moors Railway Enterprises PLC (number – Z6618600).
What are the benefits of volunteering? Expand To ensure the railway's viability and long term sustainability, it is run as part of the local community, with its day to day function carried out by an army of volunteers. Becoming a volunteer presents you with many opportunities including; meeting new people, gaining worthwhile skills and more importantly knowing that you have helped and supported a not-for-profit charity. Volunteering for a heritage railway results in a real sense of achievement because you are preserving its historical assets and infrastructure for future generations to enjoy. As a volunteer you receive other benefits including a travel & discount card, which enables free travel whilst volunteering along the line and discounts to the tearoom & gift shops.
Who do I speak to regarding volunteering? Expand The Volunteering & Community Engagement department will guide and support volunteers during the recruitment period. If you require further information, or additional support with the process, please email [email protected] in the first instance.
What roles are available? Expand The NYMR is multi faceted, as a railway operator, tourist attraction and charity. There are many roles available across the various departments including Administration, Education & Archives, Customer Service & Marketing, Catering & Retail, Station Groups, Infrastructure, Operating and Traction & Rolling Stock.
Can I volunteer if I don’t have a railway background? Expand The NYMR is multi faceted, as a railway operator, tourist attraction and charity. Whilst experience and knowledge in train operating and traction & rolling stock is welcome, we also need volunteers to support the various departments along the line in delivering an excellent passenger experience. Why not get involved with our front of house departments which include customer services and catering and retail? Experience is not essential as we have excellent training schemes in place. What we really need are enthusiastic volunteers wanting to join the team, meet new friends and interact with passengers.
How often do I need to volunteer? Expand Many of our volunteers give a day or two each week, others a week per month and others spend their holidays working as a volunteer on the railway. We expect most volunteers to attend at least twice a month (or equivalent) during the season.
If I volunteer, can I bring my family? Expand There are plenty of opportunities that enable families to get involved, including volunteer roles which are not directly linked to operating trains. Many of our younger volunteers sign up to our Junior Volunteers scheme as we try to capture the enthusiasts for the future.
What happens when I apply? Expand Once you have completed the Volunteer Expression of Interest you will be invited to our next Introduction to Volunteering session held at the Learning Centre, Pickering Station. These group sessions take place throughout the year and provide an opportunity for you to meet members of the NYMR team, engage with other prospective volunteers and gain further insight into volunteering here at the heritage railway and living museum. In addition, this session will include the required SMS safety briefing and you will be advised of the next steps of the application process. To progress your volunteer journey and onboard you into the NYMR, you will receive an email inviting you to complete our full Volunteer Application Form. This will include a link to our Volunteer Handbook which contains useful and important information you will need to know about your volunteering experience with the NYMR. Once returned to [email protected] your application will be viewed by your preferred department for consideration. At this stage you may be contacted to discuss your application in more detail and arrange an informal onsite meeting. Depending on the department, you may be invited to attend a further role specific introduction session or taster day. For approved applications, you will be invited to a first day briefing within your department where you will learn everything you need to know and receive your NYMR ID card. As of 1st June 2023, working volunteers will no longer be expected to be Members of NYMR. Should volunteers wish to, there is still the option to join as a full Adult Member, at a cost of £40.00 (£38.00 if paid by direct debit) or as Joint Adult Members at £72.00 (£70.00 if paid by Direct Debit). Junior membership is £20.00. This will entitle you to 4 copies of Moors Line and will entitle you to have voting rights at the AGM.
What happens if I don’t like the role and would prefer to do something different? Expand Advise your department manager or mentor at the review session if you are not happy in your role and they will endeavour to find you something more suitable, after all we really would like to keep you.
Are there any specific health requirements? Expand A reasonable level of health and fitness is required. The precise requirements depend on the roles for which you volunteer. Drivers and firemen, for instance, will need good eyesight, the physical strength to shovel tons of coal on a rocking footplate and the agility to crawl into the bowels of a locomotive whilst preparing it. Signalmen require good hearing and an ability to work alone for long periods whilst maintaining concentration. All new volunteers are required to complete a self-declaration medical form on their volunteer application form. This must be completed honestly.
Uniforms and travel expenses? Expand During your First Day Briefing we will discuss whether you will need to purchase any specific clothing, which is dependent on your role. The railway supplies ties, scarves, name badges and Hi-Viz jackets as necessary. All other items are your responsibility. We will be able to give you details of outlets that sell the correct clothing of good quality and at reasonable prices. Personal expenses, including travel expenses and clothing are not paid.
I have a Gift Voucher, Booking held for a later date or an upcoming visit. What do I do? Expand If you have been issued a Gift Voucher or have a booking held you can redeem these for our services via Customer Service Team. You will need to bring this booking confirmation to travel on the services. When contacting our Customer Service Team, please quote your booking reference. Alternatively contact [email protected] or telephone 01751 472508. Lines are open 10.00–14.00 Mon to Fri.
Can I visit if I am a member? Expand Yes. We are also honouring all member benefits on individual tickets. However, we ask that you pre-book tickets in advance due to reduced capacity on board our trains and your membership number will be required at the time of booking. Please note that compartments are available for a group of up to six people and your Membership discount does not apply to compartment rates. We ask that you book your tickets in advance online or by calling Customer Services Monday to Friday 09:30-16:30.
Can I bring a group to the Railway Expand We are now accepting group bookings for at a discounted group rate, we ask that you please get in touch well in advance for availability and dates. If you’re a group organiser and would like to receive details, please email [email protected]
Will school visits be allowed? Expand We are accepting enquiries for school visits, if you wish to book a school visit for a future date or for more information, please contact our Education Team via [email protected]
I'm a Volunteer - Can I come back to volunteering at the Railway? Expand We are currently reviewing functions to get the Railway operational - We'll be in touch directly with the individual volunteer groups when it is possible to return to the Railway. We're really missing you! If you have any questions please email Marcus Aldrich, Head of Volunteers at [email protected]
Can I bring my dog? Expand Yes, well behaved dogs are welcome at £3 per dog per day. Members may bring dogs for free. We ask you to please keep then on a short lead at all times and they are not allowed on the seats.