Privacy & Cookies Policy

Hospital Radio Swindon (HRS) is the running name of the Swindon Hospital Broadcast Society. Registered charity number 263979

This privacy notice explains how we use any personal information we collect about you when you contact us by phone, email, letter, attend any of our events, volunteer with us or when you use our website.

Summary

We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.

In this notice we tell you how we get your data and what we do with it, any data handled by us is used solely to further our charitable purpose and serve our members better in the future.

Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the Data Protection Act 2018, which incorporates the EU General Protection Regulation into UK law.

How do we collect information?

• We collect information about you when you fill in an online form to:
• Register for a website account or update your account details
• Sign up for email updates
• Contact us
• Place orders for free or paid services
• Apply for membership
• Complete surveys or provide feedback.
• Agreeing to volunteer with us

What information do we collect?

This information may include:

• Name
• Contact details including email address

We collect material that you proactively post or contribute to our site/s and any correspondence you have with us.

We also collect information on your website usage through cookies, if your browser accepts them. Some of our websites feature tracking software – this means that if you're a logged-in user, have filled an online form or have previously clicked a link in one of our emails, we may link your website usage information (such as pages visited, IP address, browser and device used) to other information we hold about you, such as your name and station affiliation (see cookies section below).

When you contact us by email, letter or on the phone, we may also record this information on our customer relationship management system to help us process your request efficiently and to better further our charitable purpose and serve our members better in the future.

How do we use your information?

In legal terms, with the exception of when you enter into a contract with us we are processing your personal data on the basis of our legitimate interests to do so. When you book to attend one of our events, we also process your data to enable us to fulfil our contractual obligations. We also process the personal information of the main contact of our member stations under a legal obligation to inform members about membership renewals, our trustee elections, and our general meetings We use information collected from your website visits to personalise your future visits and to improve the experience we provide to our online users. For example, information like the browser and device you are using helps us to maintain usable and accessible websites for all our audiences.

If you register for one of our events, we may share your name, organisation and role (but not contact details) with others who have registered or are attending the event. This is to enable more effective networking.

We also use your information to help us develop products and services that you need, and where we have a lawful basis and permission to contact you, we may use it to help us send you relevant and timely information about the help and support that we or others offer.

Online forms

The forms on our website are built using a platform hosted in the UK, so the information you provide to us is initially stored there. The contract we have with this provider ensures their practices comply with the EU’s General Data Protection Regulation and we regularly delete data

Security and encryption

We take great care to ensure that our websites operate at the highest security levels and that our suppliers are committed to best practice in digital security. However, the security of data transmission via the internet can never be 100% guaranteed, and data transmission is at your own risk.

Email

Our email addresses are hosted in the EU and by Google. It is hosted in the USA and covered by the Privacy Shield data protection agreement between the USA and EU.

Cookies

What are cookies and how do we use them?

The use of cookies is common practice on modern websites. A cookie is a small text file which is placed on your computer’s hard drive by a website. When you visit our website, your browser checks to see if it has any cookies for it and sends the information contained in those cookies back to the site in order to tailor and improve your experience.

Our cookies record things like whether you are currently logged into your website account, to ensure you’re given the right access on each page. They ensure the display settings you’ve previously selected (for example, preferred language) – or the settings associated with your account permissions – are activated correctly.

We also use cookies to collect anonymous usage and visitor behaviour information – this includes IP address, operating system, browser type and pages visited. We use this to track how our websites are used, measure their effectiveness, and to help us improve our content and user experience.

Can I refuse cookies?

Yes, you can use your browser settings to disable cookies. Different browsers offer different levels of control – for example, you may be able to accept certain cookies and reject others, such as third-party cookies.

If you refuse cookies please be aware our websites may not work smoothly for you and there will be certain parts that won’t function correctly.

You can delete the cookies stored on your computer at any time.

More information

For further information about cookies, you can visit www.aboutcookies.org or www.allaboutcookies.org.

Here is a full list of the cookies we use and what they do:

How long do we keep your information?

We do not keep your information for longer than necessary. We keep financial information for seven years due to legal requirements, and we delete all other personal information from our customer relationship management system if we have had no contact with you for three years.

Do we share personal data?

HRS will not sell your information to any third party.

Changes to our privacy notice

We keep our privacy notice under review and we will place any updates on this web page. This privacy notice was last updated on 1^st April 2024.

Your rights

Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights.

Who we are and how to contact us

Hospital Radio Swindon is registered in England & Wales as a charity/

If you have any questions about our privacy notice or information we hold about you, you can email:web@hosptialradioswindon.org