Privacy Policy

We collect personal data in the following ways:

When you contact the studio — your name (if provided), email address or phone number, and the content of your message, sent via email, our website contact form, mobile app, WhatsApp, or other messaging platforms.

When you enter a competition or giveaway — your name and contact details, and any entry content you submit.

When you advertise or sponsor with us — your name, business name, business contact details, invoicing and payment details, and the advertising content you supply.

When you book an outside broadcast — your name, organisation, event details, contact details, and any site or insurance information you provide.

When you volunteer or train with us — your name, contact details, date of birth (where relevant for safeguarding), emergency contact details, and training records.

When you visit our website or use our app — standard technical information such as IP address, browser type, device type, and listening analytics (see sections 3 and 4 below).

We do not collect special category data (such as health, ethnicity, or political views) unless you provide it to us directly, and only where we have a lawful reason to do so (for example, to ensure reasonable adjustments or safeguarding for volunteers).

We process personal data under the following lawful bases:

Legitimate interests — to operate the station, manage communications, produce and broadcast content, and maintain the security of our systems.

Consent — where you voluntarily provide information, such as entering competitions, signing up to a newsletter, or contacting the studio. You can withdraw consent at any time.

Contract — where we have an agreement with you, such as an advertising or sponsorship booking, or an outside broadcast booking.

Legal obligation — where we are required to retain or disclose data by law, regulation, or our Ofcom licence conditions.

We use personal data to:

Respond to your enquiries and messages.

Produce, broadcast, and manage our programmes, including reading messages on air where you have requested or consented to this.

Administer competitions, giveaways, and prize draws.

Manage advertising and sponsorship bookings, production, scheduling, and invoicing.

Manage outside broadcast bookings and event coverage.

Recruit, train, and manage volunteers.

Maintain the security and proper functioning of our website, app, and studio systems.

Comply with our legal, regulatory, and Ofcom licence obligations.

We will not use your information for marketing purposes unless you have given clear consent. You can opt out of marketing at any time.

Our website and app may use cookies and similar technologies to operate the listening player, remember your preferences, and collect analytics about how the site is used.

Essential cookies are required for the website and player to function and cannot be switched off.

Analytics cookies help us understand how visitors use the site so we can improve it. These collect anonymised or pseudonymised data such as page views, device type, and listening duration.

Third-party services used on our site — including our hosting and streaming provider (Broadcast.Radio), social media embeds, and app stores — may also set cookies or collect data under their own privacy policies.

You can control or delete cookies through your browser or device settings. Blocking essential cookies may affect site functionality, including the ability to listen live.

Access to personal data within CPR is restricted to authorised individuals who need it to carry out their role, including:

The Station Manager and authorised office holders, for communications, administration, and compliance.

Authorised presenters, for the purpose of managing studio messages and broadcasts.

Authorised volunteers handling advertising, sponsorship, bookings, or volunteer coordination.

Anyone with access to personal data must use it only for legitimate CPR purposes and must not copy, store, or share it outside CPR's systems.

We do not sell your personal data. Your information will only be shared with third parties where:

Required by law or by our Ofcom licence conditions (for example, Ofcom may require programme information or complaint records).

Necessary for safeguarding purposes.

Required to fulfil a competition or prize — we may share winner details with the prize supplier for delivery purposes only.

Necessary to deliver a service you have requested — for example, processing an advertising invoice or outside broadcast booking.

We use a third-party processor to deliver a service on our behalf (see section 7).

We use third-party services that process personal data on our behalf as processors. These include:

Broadcast.Radio — our website and streaming platform, which hosts our site, player, Listen Again service, and listening analytics.

App stores (such as Google Play) — for distribution of our mobile app.

Email and communications providers — for studio and admin email, and any messaging platforms we use (such as WhatsApp).

Social media platforms (Facebook, Instagram, TikTok, X, YouTube) — where we post content and interact with listeners; these platforms process data under their own policies.

Payment and accounting providers — where we process advertising or sponsorship payments, and our accountant for bookkeeping and statutory accounts.

Each processor acts under our instructions and is bound by appropriate data protection terms. We do not transfer your personal data outside the UK without safeguards in place.

We retain personal data only for as long as necessary for the purpose it was collected, and then securely delete or anonymise it. Our retention periods are:

Studio messages — up to 2 months, then securely deleted.

Competition entries — until the prize has been claimed and any related matters resolved, then deleted.

Advertising, sponsorship, and outside broadcast records — for the duration of the booking, plus up to 6 years for invoicing, accounting, and tax records as required by HMRC.

Volunteer records — for the duration of the volunteer's involvement, plus a reasonable period afterwards for references and safeguarding records as required by law or good practice.

Complaints — logged and retained for 12 months, in line with our Ofcom licence obligations.

Programme recordings — retained for 42 days, in line with our Ofcom licence obligations.

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. Access to personal data is restricted to authorised individuals, and our systems are hosted on secured platforms.

Under UK GDPR, you have the right to:

Be informed about how we use your data (this Policy).

Access your personal data.

Request correction of inaccurate or incomplete data.

Request deletion of your data (the "right to be forgotten"), subject to legal and regulatory retention obligations.

Restrict or object to processing.

Withdraw consent at any time where processing is based on consent.

Data portability — to receive a copy of data you provided in a structured, machine-readable format.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been handled incorrectly.

We may update this Privacy Policy from time to time. The current version and date are shown at the top of this page. We recommend reviewing it periodically.

For any data protection queries, subject access requests, or other rights requests, please contact:

CPR CIC
ICO registration number: ZC216917
Email:  admin@coalvillepublicradio.com