Privacy Policy

August 21, 2022 41

Who Are We?

Here at Shout Radio, we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.

We are a “data controller” for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016 (“Data Protection Law”). This means that we are responsible for the processing and protection of your personal information.

How we Collect Your Information

We work to ensure that we can always help benefit the community. To do this, sometimes we need to collect some “limited information about you.

We collect information from you in the following ways:

When you get in Touch

You may get in touch with us via email or phone or via the website. You could be requesting a track to be played on air, making an enquiry about volunteering, or making a general enquiry. When directly contact us, we may record the following information:

(Unless Withheld) your Telephone Number
Email address (if contact is by email)
Phone No, Email and Personal Information, if applying to join the station, when using the Request Form or the Helpdesk.
IP address (if contact is the web forms on our website or via the Servicedesk)

If we Contact You

We will always call you using the following telephone number: 01253 707420
We will never contact you by phone, before 09:00 and we will never contact you after 21:00, unless it is part of a competition, or we have agreed to call you, outside these hours. The only exception to this, is in an emergency.
Our Volunteers are not permitted to contact you, using personal Mobile Phones. The exception to this, is via the Station Duty Officer’s Mobile.
If we email you, all emails will be from the @shoutradio.org.uk domain name.

Using 3rd Party Services

This could be when you contact us through Facebook, Twitter or Instagram or via other third party sites we work with.

When you Browse our Website

We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We also use cookies. Please see the below section, regarding this.

Cookies (Not the Edible Type!)

We use cookies on our websites to personalise content and digital advertising, provide social media features and analyse traffic. This policy refers to both ‘cookies’ and ‘similar technologies’ as cookies.

You can accept all the cookies that we use by clicking on the ‘Accept Cookies’ button displayed on our cookie banner. If you’d rather decide what cookies are set, you can choose your preferences by clicking on ‘Cookie Settings’. You can opt out of all our cookies (except the strictly necessary ones). However, if you choose to refuse all cookies, our website may not function for you as we would like it to.

How We Use Cookies

We use cookies on the websites to:

Facilitate users’ ability to navigate through the website.
Ascertain whether the website is operating effectively.
Compile statistics on how our website is being used, which can help us to improve our website and online services.
Personalise and improve the service we offer you by understanding your preferences and establishing which areas of the website are most relevant to you.
We also use cookies to make sure we keep your information confidential and secure as you move through secure or password protected areas of our websites.
Some of the cookies that we use are ‘Session Cookies’ which are deleted when you close your browser. Others remain on your browser or device until they expire or you delete them from your browser history – these are known as ‘Persistent Cookies’.
All cookies have an ‘owner’ which can be identified by looking at the domain (i.e. the company or website name in the cookie). Cookies can either be first-party (i.e. they’re owned by the website who set them) or third-party (i.e. they’re not owned by the website who set them). We use both first-party and third-party cookies on our websites.

Protecting your Personal Information

The below section, outlines how we will protect your personal information we collect, including how we securely dispose of information, once it is no longer required.

When you contact us by Phone:

Our telephones have CLI enabled. (Caller Line Identification) so unless you withhold your number, your number will be displayed on our telephones, when you call.
Call Logs are stored securely on our Central Phone Server and are deleted every 4 weeks.
We won’t give out any information, until we are sure that we are speaking to the person we are calling. This may mean we ask for personal information, such as your date of birth or email address.

Emails

Emails are deleted securely from the Mail Clients on Shout Radio Workstations on a daily basis.
Emails from our server are only deleted once sent to the “deleted items folder” and the folder has been emptied. (We are looking at ways to secure delete old emails from our server)
Unless required, (With a valid business need) email addresses are not kept on file. (EG: Volunteer’s Personal Files)

Servicedesk

We store previous “Support Tickets”, so we can help support you, should you face a similar issue in the future. It also allows us to learn more about your IT Environment and your IT needs.
If you have applied to be a volunteer, we will hold a copy of your application on the Servicedesk
We will dispose of information (Including your contact information) is no longer needed.
Access to the system, is ‘by a need to know’ basis and is password protected. Only those who have a genuine business need, will be able to access your information.

Security Of Physical Paper Files

We keep physical paper files for volunteers on the station. This includes your contact details and any relevant information. (Such as information on your disability, mental health etc)
These files are kept in a locked fire-proof filing cabinet, which is locked behind a door.
Keys to the filing cabinet (and the door it is locked behind) are restricted to certain members of Station Management.
Files are locked away when not needed and are never left lying about in the office.
When data is not needed, it will be shredded securely. This includes documents which have a “time limit”. (Such as warnings etc)

Access to Personal Information

You have the right to see your personal data we hold about you. If you wish to see information from your personal file, please open a Support Ticket.

Written by: admin

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Volunteer Application Form

Information for Applicants Please do not send in emails with very little information, as they will automatically be rejected. We need to know why you want to join Shout Radio and what you can bring to the station. We also need to know about any disabilities, that we need to be aware of. Submission Of Application On submission, your application will open a ticket on our Servicedesk System. This will allow us to track your application. You will be able […]

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