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Privacy Policy


This page was last updated on Thursday June 7th 2018

Shout Radio aims to protect the privacy of all user at all times. (Regardless of if they are visiting our website or are a volunteer.)

The content of this policy is subject to regular reviews. So you should regularly check this page for updates.

This privacy policy is compliant with the 2018 Data Protection Act.

This document will contains information about:

  • What kinds of information Shout Radio collects from user and how such information is collected;
  • How the information is used by Shout Radio;
  • Whether  Shout Radio discloses any user information to third parties;
  • The security procedures implemented to protect your personal information.
  • Destruction of data and data retention
  • Breaching Confidentiality, in relation to your personal data
  • Privacy Polices on external websites
  • Safeguarding Minors

Information we collect about you.

 

Cookies (Not the edible type!)

Most websites you visit will use cookies in order to improve your user  experience by enabling that particular  website to ‘remember’ you, either for the duration of your visit (using a ‘session cookie’) or for repeat visits (using a ‘persistent cookie’). We here at Shout Radio do use cookies for various parts of our website. (IE: when you log into a protected area of our website, the server will download a cookie to your computer, while you are logged into our website. (Session Cookie) The cookie will be deleted once you log out of a protected area of our website, or may expire after a certian period.

A cookie is a simple text file that is stored on your computer or mobile device  by a website’s server and only that server will be able to retrieve or read the contents of that cookie. Each cookie is unique to your web browser. It will contain some anonymous information such as a unique identifier and the site name and some digits and numbers. It allows a website to remember things like your preferences or what’s in your shopping basket.

Some people find the idea of a website storing information on their computer or mobile device a bit intrusive, particularly when this information is stored and used by a third party without them knowing. If you decide that you do not want to use cookies and you block them from your browser, certain functions of our website may not work as they should. Alternatively,  if your browser supports it; you can use the incognito mode; which will not save cookies to your computer.

IP Addresses

Our systems will provide us with your IP address.  An IP Address (which usually uses the following prefix: xxx.xxx.xxx.xxx) serves two functions. Firstly, it serves as identification of your ISP. (Sky, Virgin, BT Etc) Secondly, it provides a demographic location. This means that we cannot actually see your actual location, (IE: 10 Downing Street London) but can see which country you are in and what browser you are using. For instance. it may say that you live in Australia and you use Google Chrome.

User submitted information

Sometimes, you will need to submit data that may identify you or the town you live in. The best example of this, is when you make a request. Most user submitted details are only basic and usually include your name, town email address and in some circumstances a contact telephone number.  In other circumstances, (IE: Joining the station) we may ask for more specific details, which may include your Date Of Birth etc) so we can best support you as a volunteer.

How We Use Your Data

We use your data to ensure that we can communicate with you and to give us very limited information about you, such as your IP Address, as mentioned above. If you have joined the station, the information we have collected will be used while you are a volunteer with us. This is to make sure that we can fully support you as best we can and also to contact you if needed. Information is securely held in both paper and electronic format.

Data Processing

Data is mainly held on an electronic database. Our electronic database is hosted by Jbit and also is used as our Helpdesk solution. The CRM on the system, allows us to process and securely hold information about you.  access to the system is restricted to those who need access and access is reviewed regularly. When paper records are required, only the relevant information is held and this is held securely under lock and key, with access to these files restrictd to those who need acess, as part of their role.

Changing Information We Hold About You

If you are a volunteer at Shout Radio, please contact membership@shoutradio.org.uk if you believe any information we hold is incorrect.

Protecting Your Information

Electronic Data

We use robust methods to control access to your data that is held electronically. All electronic information is protected by a firewall and is also encrypted to ensure data is kept secure at all times. Access to these systems are protected by a username and password and only those who require access are allowed to access such data.

Email Accounts are also protected by a username and password and passwords are regularly changed to prevent unauthorized access.

Data Held in Paper Format

Limited information is also held in paper format, which is kept securely in a locked filing cabinet, which is also fireproof. The office where this filing cabinet is kept, also is protected via a physically locked door, to which access is restricted. Access to information is by a need to know basis

Data Retention Destruction

We will keep some forms of information for longer than others.Information should not be kept indefinitely, unless there are specific requirements. Our Data Retention Policy is as follows:

  • Members Records – Kept for the time the volunteer is serving with the station, followed by 6 years
  • Insurance Policies – Kept for 40 years
  • Building Plans – Kept indefinitely
  • Senior Management Team Minutes – Indefinate
  • Senior Management Team Agendas – Indeterminately
  • Invoices – 10 Years

Electronic records are shredded using a utility that uses the Gutterman method for secure deletion. This deletes the data, using several passes that inserts a random character, which scrambles the file and makes it unreadable. For paper records, these are shredded, using a shredder that cuts from different angles, making it impossible to recreate the document.

Sharing Information Held About You

Information held about you is only shared on a need to know basis. (IE: The Station Manager may be passed relivent information about a volunteer or information may be passed onto another member of Management, regarding a complaint. Apart from situations like the ones mentioned above, your personal information is not disclosed to any other party.

Shout Radio does not sell your personal information to any external body under any circumstances.

Breaching Confidentiality

We only pass your personal information to external parties, in certain situations.  For example:

  • If you were taken seriously ill while on air and we needed to call an ambulance for you
  • If we believe that you or someone else is at risk of harm. (Safeguarding)
  • If we believe that a crime has taken place
  • If we are given information on an immediate terrorist threat
  • If you ask us to signpost you to another service.

We will always tell you when we need to breach confidentiality and the reasons why we legally have a duty to do so.

External Websites

Shout Radio is not responsible for the privacy policies in place on other websites. This also includes Social Media websites and external forum websites,

Safeguarding Minors

We does not willingly collect any information on a minor under the age of 16 years of age. This is to make sure that we safeguard minors from harm. A copy of this policy is avalable on request. Please contact us, for more information on Safeguarding.