Your questions about contacting Southern answered here…
How can I find out more about my rights under the General Data Protection Regulation (GDPR)?
How can I make a comment, complaint or suggestion?
We always welcome your comments and suggestions about our services. We will also try to resolve any complaints you may have.
Complete our online enquiry form
We aim to respond within five working days of receiving them. It may take us longer than five days to investigate your complaint fully and to make the necessary enquiries. If this is this is the case, we'll:
- confirm we are looking into your issue within five working days
- send you a full reply within 10 working days, or in very complicated cases, 20 working days
You can also tweet us @SouthernRailUK and we’ll get back to you as soon as we can.
Find out more about our complaints handling procedure
How can I see the information that you have about me?
Under the terms of GDPR, you can ask for access to information we hold about you. This is called a Subject Access Request, or SAR.
If you would like to make a SAR please complete the subject access request form. This guides you through the information and identification we need to process your request.
If you don’t want to complete the form, you can still write to us or email with:
- A clear written request, detailing the information you require.
- 2 forms of identification to enable us to verify your name (e.g. Copy of Driving License or Passport ID and address (e.g. a utility bill or similar) dated within the last 3 months.
Your request will only be actioned when we have received the proof of name and address, identification, and the fee.
Please send all SAR requests to:
Data Protection Officer
Internal Audit and Compliance
1st Floor Monument Place
24 Monument Street
How do I know my complaint will be treated fairly?
How do you keep track of my complaint?
We log every complaint received at our Customer Services centre on a database with a unique reference number. This enables us to track the status of your complaint and to monitor that we have responded within the timescales set out in our complaints procedure.
How long will it take to get a response to a data protection information request?
I don't feel my complaint has been resolved adequately. What else can I do?
If you’re unhappy with our response please give us the opportunity to try to resolve your complaint. If you’re unhappy with the response you receive, you have the right to appeal to the Rail Ombudsman. The Rail Ombudsman is there to help resolve on going complaints between us and our passengers. It’s free to use their services and they are independent of the rail industry. They don’t take sides, but just look at the evidence available. They will help us both to try to reach an agreement, but if this doesn’t happen, they will make a decision based on the evidence they’ve received. If you agree with their decision, then we have to act on what they say.
You can appeal to the Rail Ombudsman if:
- you’re unhappy with our final response to your complaint which will be contained in a letter or email (sometimes called a ‘deadlock letter’); or
- we haven’t resolved your complaint within 40 working days of receiving it; and
- no more than 12 months have passed since we sent you our final response
There are some complaints that the Rail Ombudsman won’t be able to look into, for example if it’s about the way one of our services has been designed, industry policy, or if your complaint relates to an event which took place before the Rail Ombudsman service was established. If that’s the case, then they’ll contact you to let you know. If possible, they will transfer your complaint to another organisation that may be able to help you further, such as Transport Focus or London TravelWatch – the independent consumer watchdogs for the rail industry. They will independently review your complaint and where appropriate, follow things up on your behalf.
The Rail Ombudsman contact details and hours of operation of their contact centre:
Post: FREEPOST – RAIL OMBUDSMAN
The Contact Centre team are available:
Monday to Friday 08:00 - 20:00
Saturday and Bank Holidays 08:00 - 13:00
(excluding Christmas Day)