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 Wednesday 21 November 2018

Privacy Notice

Radio Warneford broadcasts radio programmes to patients in several hospitals around South Warwickshire, 24 hours a day, 365 days a year, as an online service available through the free Patient Wifi facility provided by the South Warwickshire NHS Foundation Trust.

We are a registered charity and rely on our team of volunteer members and supporters in the community to raise funds and run the station solely for the benefit of patients. We value your support and we take your privacy Radio Warneford broadcasts radio programmes to patients in several hospitals around South Warwickshire, 24 hours a day, 365 days a year, as an online service available through the free Patient Wifi facility provided by the South Warwickshire NHS Foundation Trust.

We are a registered charity and rely on our team of volunteer members and supporters in the community to raise funds and run the station solely for the benefit of patients. We value your support and we take your privacy very seriously.

We promise to respect any personal data that you are happy to share with us. This policy explains how we use any information we collect about you, and how we have put procedures in place to meet our legal obligations and ensure that we protect your privacy.

We will ensure that the personal information collected by Radio Warneford is used legally and appropriately, and that confidentiality is maintained.

There are seven key principles which apply when we consider asking for personal data which are:

  1. Justify the purpose.
  2. Don’t use personal confidential data unless it is absolutely necessary.
  3. Use the minimum necessary personal confidential data.
  4. Access to personal confidential data should be on a strict need-to-know basis.
  5. Everyone with access to personal confidential data should be aware of their responsibility.
  6. Comply with the law.
  7. The duty to share information can be as important as the duty to protect confidentiality.

This privacy policy applies to Radio Warneford and to our website www.radiowarneford.com and includes:

  • Our contact details for any questions about your personal data.
  • How and why we collect your personal data.
  • What data we collect and why.
  • Who we share your data with and why.
  • How long we will keep your details.
  • Your rights regarding your data.
  • Data Security.
  • Cookies.
  • ICO contact details.

Our Contact Details

Radio Warneford is a registered charity, no 507582, based at Warwick Hospital in Warwick, Warwickshire.

If you have any queries concerning your personal data, please contact our Data Protection Officer, Andy Dowell, by email on dpo@radiowarneford.com.

How we collect your personal data

We may automatically collect certain data from you as you use our website through the use of cookies and other similar technologies. We may collect data about you when you provide the data directly to us through:

  • Making a donation.
  • Requesting us to attend an event to provide PA services.
  • Sending us an email.
  • Asking for information, such as for further details about volunteering with us.
  • Applying to be a volunteer member.
  • Making song requests.
  • Asking us to give a talk about Radio Warneford.
  • Taking part in a fundraising event, such as a raffle.

What data we collect and why

We may ask you for the following information:

  • Your name.
  • Contact details including address, telephone, email address.
  • Date of birth.
  • Any health problems we may need to be aware of if you are taking part in one of our broadcasts or coming to our studios
  • Emergency contact details, for example when you become a volunteer member.

We ask for this information so that we can:

  • Process your donation or support your fundraising efforts.
  • Provide PA support at events.
  • Process your song requests.
  • Process your membership application.
  • Thank you for your donations and support.
  • Identify participants and volunteers at our outside broadcasts or events.
  • Send you all the information you asked for. You can change your mind about what information you would like to receive from us at any time.
  • Keep volunteer members up to date with Radio Warneford events, special broadcasts, subscriptions, changes to procedures, meetings, social events etc.
  • Comply with a legal obligation.

We may also use this information to:

  • Keep a record of your relationship with us.
  • Provide you with any products, services or information you ask from us.
  • Manage how you would like to receive information and news from us, and what information you would like to receive.
  • Understand how we can improve our fundraising and marketing services, products or information.
  • To protect your vital interests.

Who we share your data with and why

  • Radio Warneford will never sell or share your data with any third party for marketing purposes.
  • If you have told us you only wish to hear about certain aspects of our work and activities, we will deselect you from hearing about the aspects you have not selected.
  • If you become a volunteer member, we are required to share your personal data with the Voluntary Services Coordinator at Warwick Hospital. This is a requirement that allows you to visit patients on the wards. Data given to the Voluntary Services Coordinator is processed in accordance with the South Warwickshire NHS Foundation Trust privacy policy – https://www.swft.nhs.uk/privacy-policy.
  • We may also need to disclose your details if required to do so by the police, regulatory bodies or legal advisers.

How long we will keep your details

  • Your data is safely and securely stored in files on our secure online storage service. Written data is stored in locked filing cabinets.
  • We will only keep your data for as long as it is relevant and necessary.
  • The length of time that we will keep your data depends on the reason we collected it. For example, if you gave us your personal data when making a donation, we will keep that information for seven years after your last donation so that we may comply with any financial regulations.
  • Unless you inform us otherwise, once you have opted into any marketing, newsletters etc, we will continue to send you news and information until such time that you advise us you wish to opt out. You can change your mind about what information we send you at any time by emailing us at dpo@radiowarneford.com.
  • We have a separate data retention policy should more information be needed which can also be obtained by using the above contact details.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights regarding your data

  • You have the right to withdraw your consent to receive marketing and/or information materials from us at any time.
  • You can change your preferences and consent by emailing dpo@radiowarneford.com.
  • Withdrawing your consent to marketing communications does not mean that we will never contact you. We may need to talk to you about administrative matters to process a transaction or for another business reason.
  • You have the right to request that we delete your data in full. We will need to confirm your identity and request you fill out a Subject Access Request form which you can obtain from our Data Protection Officer. We will then write to you with the outcome of your request.
Access You can ask for the personal information we hold about you and for details about how and for what purpose we use your information.
Rectification You can ask us to correct any personal information that is inaccurate or incomplete.
Objection You can ask us to stop processing your personal information in certain circumstances.
Restrictions You can ask us to temporarily stop processing your personal information in certain circumstances while other challenges are resolved.
Erasure You can ask us to delete any information we hold about you if the law and our data retention policies no longer require us to hold it.
Data Portability You can ask us for copies of the information we hold about you so that you can move, copy or transfer personal data easily from one IT environment to another.
Automated Decisions You have the right not to be subject to a decision based solely on automated processing, including profiling, which has legal effects for you or affects you in any other significant way.

Data Security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those people who have a need to know such data.

Your data is either stored electronically in our secure online storage service or in locked cabinets in our studio premises.

Our secure online storage uses servers based in the United States of America and is certified under the US “Privacy Shield” scheme meaning that it has been approved for use under the EU General Data Protection Regulation (GDPR).

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may not function properly now or in the future.

Information Commissioner’s Office

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you in the first instance.

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