Cambridge Radio is committed to protecting the privacy and personal information of its volunteers, presenters, board members, staff, supporters, donors, listeners, guests, contributors and other individuals with whom it comes into contact.
The organisation recognises the importance of handling personal data responsibly and is committed to complying with the requirements of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.
This policy sets out how Cambridge Radio collects, uses, stores and protects personal information.
The purpose of this policy is to:
- Protect the rights and privacy of individuals.
- Ensure personal information is handled lawfully and fairly.
- Promote good data management practices.
- Reduce the risk of data breaches.
- Ensure compliance with legal requirements.
This policy applies to:
- Trustees
- Volunteers
- Presenters
- Staff
- Contractors
- Anyone acting on behalf of Cambridge Radio
It covers all personal information held by the organisation in paper, electronic, audio, photographic and other formats.
Cambridge Radio will ensure that personal data is:
Lawful, Fair and Transparent
- Personal information will only be collected and used where there is a lawful basis for doing so and individuals will be informed about how their information is used.
Collected for Specified Purposes
- Information will only be used for legitimate organisational purposes.
Adequate, Relevant and Limited
- Only information necessary for the intended purpose will be collected.
- Reasonable steps will be taken to ensure information is accurate and kept up to date.
- Information will be retained only for as long as required for operational, legal or regulatory purposes.
- Appropriate technical and organisational measures will be used to protect personal data.
- Cambridge Radio will be able to demonstrate compliance with data protection requirements.
Cambridge Radio may hold information including:
- Names
- Addresses
- Telephone numbers
- Email addresses
- Volunteer records
- Trustee information
- Donor and supporter information
- Event registrations
- Competition entries
- Training records
- Photographs and recordings
- Emergency contact details
- Correspondence and communications
The organisation will only collect information that is relevant to its activities.
Cambridge Radio may process personal data on the basis of:
- Consent
- Contract
- Legal obligation
- Legitimate interests
- Vital interests
- Public task (where applicable)
Where consent is relied upon, individuals may withdraw that consent at any time.
Personal information may be used for purposes including:
- Volunteer management
- Broadcasting activities
- Event administration
- Training and support
- Fundraising and donor administration
- Membership administration
- Communication with supporters and stakeholders
- Compliance with legal obligations
- Health and safety requirements
Personal information will not be sold or shared with third parties for marketing purposes.
As a broadcasting organisation, Cambridge Radio regularly records audio and may occasionally use photographs and video.
The station will:
- Inform individuals when recordings are being made wherever practical.
- Obtain consent where required.
- Respect requests relating to the use of images and recordings.
- Take particular care when recording children and vulnerable adults.
Broadcast material may be retained for editorial, compliance, archive and historical purposes.
Cambridge Radio will take reasonable steps to protect personal information by:
- Using password-protected systems and devices.
- Restricting access to those who need it.
- Keeping software updated where practical.
- Using secure storage for paper records.
- Disposing of confidential information securely.
- Reporting and managing data breaches appropriately.
All volunteers, presenters and trustees are expected to help maintain data security.
Personal information will only be shared:
- With the individual’s consent.
- Where required by law.
- To protect an individual’s vital interests.
- Where necessary for the legitimate operation of Cambridge Radio.
Any sharing will be limited to what is necessary.
Individuals have rights under UK data protection legislation, including the right to:
- Be informed about how their data is used.
- Access their personal data.
- Request correction of inaccurate information.
- Request deletion of information in certain circumstances.
- Restrict processing in certain circumstances.
- Object to certain types of processing.
- Withdraw consent where consent is the lawful basis.
Requests should be made in writing to Cambridge Radio.
Personal information will be retained only for as long as necessary.
Retention periods will be based on:
- Operational requirements.
- Funding requirements.
- Legal obligations.
- Regulatory requirements.
- Financial and accounting obligations.
Information that is no longer required will be securely deleted or destroyed.
Any actual or suspected data breach must be reported immediately to the organisation’s Data Protection Lead.
The organisation will:
- Investigate the breach.
- Take steps to minimise harm.
- Maintain appropriate records.
- Notify relevant authorities and affected individuals where required by law.
The Board have overall responsibility for ensuring compliance with data protection legislation.
The organisation will appoint a person responsible for overseeing data protection matters.
Data Protection Lead:
Name: ____________________
Contact Details: ____________________
All individuals must:
- Follow this policy.
- Handle personal information responsibly.
- Report suspected breaches promptly.
- Protect confidential information.
This policy will be reviewed annually or sooner if legislation or organisational circumstances change.