When you contact the studio or admin team, we collect your name where provided, email address or telephone number, the content of your message and relevant correspondence. This includes messages sent through our website, app, email, WhatsApp and social media.

When you enter a competition or giveaway, we collect your name, contact details, entry and information reasonably needed to check eligibility. If necessary, we may ask for evidence of age, residency or compliance with the published rules. We collect only the evidence reasonably needed and avoid retaining full identity documents where a verification record is sufficient.

We may keep records of winner selection, notification, prize delivery, complaints and investigations into suspected cheating. A suspicion is assessed fairly and does not by itself establish wrongdoing.

For advertising, sponsorship, outside broadcasts and trade mark licensing enquiries, we collect relevant names, business or organisation details, contact information, booking or licensing correspondence, invoicing details and payment records.

For volunteers and training, we collect relevant contact details, role and training records, emergency contacts and information needed for safeguarding or adjustments.

When you use our website, app, players or embedded features, CPR and the relevant service providers may receive technical information such as IP address, browser and device details, pages requested and information about use of those services. Identifiable or pseudonymised usage information remains personal data.

If you provide information about another person, provide only what is necessary and make sure you have a lawful reason to share it. We may also receive information from prize suppliers, service providers or public sources where relevant to administering a service or resolving an issue.

Health information and other special category data require additional protection. We use such information only where necessary and where both a lawful basis and an applicable special category condition are available. Information about criminal allegations or convictions requires a separate assessment and appropriate legal authority.

We identify a lawful basis for each purpose. Sending us information or entering a giveaway does not automatically amount to consent to every possible use.

Legitimate interests: handling enquiries, operating and securing the station, administering giveaways fairly, verifying eligibility, preventing manipulation and dealing with complaints. Our interests are running a reliable community service and protecting entrants and the station. We assess necessity, balance those interests against your rights and apply appropriate safeguards.

Contract: processing necessary to enter into or perform an agreement with you, such as an advertising, sponsorship, outside broadcast or licensing agreement. We rely on this basis only where the relevant contractual requirements are met.

Consent: optional direct marketing, optional promotional photographs, interviews or recordings, and cookies or similar technologies where consent is required. We ask for a separate, clear choice. Consent can be withdrawn at any time without affecting the lawfulness of earlier processing.

Legal obligation: processing necessary to meet an applicable legal duty, including relevant accounting, tax or licence requirements. A voluntary industry code is not automatically a legal obligation; where processing is not required by law we identify another appropriate basis.

Where we need information to provide a requested service, administer your entry or fulfil an agreement, we explain what is needed. If you do not provide necessary information, we may be unable to respond, process the entry, verify eligibility or deliver the service.

We use entry information to administer the promotion, check the published qualifying conditions, select and contact winners, arrange delivery, investigate concerns and keep evidence that the promotion was conducted fairly.

Taking part does not automatically give CPR permission to use your photograph, voice, video or interview in promotional publicity, or add you to a marketing list. We request separate permission for optional publicity and separate consent for direct marketing. Refusing these optional uses does not affect your entry, selection or prize entitlement.

To demonstrate that a valid award took place, we publish or make available limited winner information, ordinarily the surname and county of major prizewinners and their winning entries where applicable. The promotion explains this before entry. You can object or request reduced disclosure by emailing admin@coalvillepublicradio.com. We consider privacy objections and may still provide relevant information to the ASA if challenged.

Where a third party supplies the prize, we share only information necessary to arrange delivery, collection or redemption. We explain the supplier and arrangements. Prize fulfilment is not permission for the supplier to use your details for unrelated marketing.

We also use information to respond to messages, manage programmes and bookings, support volunteers and comply with applicable obligations. We explain any intended public use of a studio message or contribution and consider the context and any sensitive information before broadcasting it.

CPR does not use cookies to track visitors for advertising or marketing purposes. Our website and app include external players and widgets, which may use cookies or similar technologies under their own arrangements. The rules depend on what each technology does and why it is used.

Technologies that are strictly necessary to provide a service you request may be used without consent. You can block them through browser or device settings, although the requested feature may then stop working.

Where an external feature uses storage or access technologies that require consent, those technologies must not be activated before that consent is given. A legal exception can apply only where all of its conditions are met. Including an external feature does not remove CPR’s responsibilities for how it is used on our website.

Embedded video, audio and sports widgets can connect your device to an outside provider. That provider may receive your IP address and technical information and may use storage or access technologies. Visiting the website or reading this policy does not itself give consent to optional tracking.

You can manage cookies and storage through browser or device settings. Where a provider or website feature offers privacy settings, you can also use those controls. Browser settings alone do not replace any requirement for CPR to obtain consent before a technology is used. Contact admin@coalvillepublicradio.com for information about the technologies on a particular feature or to raise a privacy concern.

Access is limited to authorised people who need information for their role. This includes the Station Manager and authorised office holders, presenters handling studio contributions, and people responsible for bookings, giveaways, volunteer coordination or compliance.

Anyone with access must follow CPR’s instructions, keep information secure and use it only for authorised purposes. Access to identity evidence, safeguarding information and investigation records is restricted further where appropriate. Personal data must not be copied into personal systems or shared outside approved arrangements.

We do not sell your personal data.

We share relevant information with service providers necessary to operate our systems, suppliers fulfilling prizes or bookings, and professional advisers where required for their work. Section 7 describes the services and categories involved.

We may disclose information where necessary and lawful for safeguarding, resolving a complaint, establishing or defending legal claims, or meeting a request or requirement from Ofcom, the ASA, the ICO, a court or another competent authority. The lawful basis depends on the particular disclosure.

We assess what is necessary, limit the information shared and apply appropriate safeguards. We do not treat a supplier’s request for data as sufficient justification on its own.

Some providers process information on CPR’s behalf and under our instructions. Others determine their own purposes and act as independent controllers, or may have different roles for different activities. Their role depends on the actual service and arrangements. They are not all CPR processors.

Broadcast.Radio provides our website, live player and streaming services and related technical or usage information. Autopod provides the embedded Listen Again player and programme archive.

Cloudflare provides the infrastructure for CPR’s sports score and video feed services. Our sports pages also contain widgets from Sofascore and Scoremer. YouTube provides embedded sports videos. These features can involve direct requests from your device to the relevant provider.

Apple’s App Store and Google Play distribute our mobile app and process information under their own terms and privacy notices. Social and messaging platforms, including Facebook, Instagram, X, YouTube and WhatsApp, process information when you interact with our accounts or use their features.

Other relevant categories include our email and communications providers, payment and accounting services, accountant, professional advisers and suppliers delivering booked services or prizes.

Where a provider acts as our processor, appropriate processing terms are required. Where a provider acts independently, its own privacy notice explains its processing. We assess the arrangements for the services we select and do not assume that a provider’s privacy notice removes CPR’s own obligations.

Some providers operate internationally. Where CPR makes a restricted transfer of personal data outside the UK, an appropriate transfer mechanism and safeguards are required, such as applicable UK adequacy arrangements or approved contractual safeguards and the necessary assessment. You can ask us about the destination and safeguards for a particular service.

We keep information only for as long as needed for its purpose, then delete or anonymise it securely. The periods below describe our normal approach. A justified legal, safeguarding, complaint or dispute requirement may require a relevant record to be kept longer, with access restricted.

Routine studio messages: normally up to two months. If a message becomes part of a programme contribution, complaint, booking or another ongoing matter, the relevant record follows the retention needs of that purpose.

Giveaways: entry information is kept through administration, winner verification, delivery and resolution of related issues. A limited record of the rules, selection, award and any complaint or investigation may be retained for regulatory enquiries or legal claims. Identity evidence is deleted when no longer needed for verification or a justified investigation. The individual promotion notice should give any more specific retention period.

Advertising, sponsorship and outside broadcast records: for the booking and relevant follow up, with necessary accounting and tax records normally kept for up to six years, or longer where a specific legal requirement applies. Licensing records are kept for the agreement and any justified accounting or legal claim period.

Volunteer records: for the involvement and a justified period afterwards, depending on the record, references, safeguarding and legal requirements. Sensitive information is not kept simply because the general volunteer file remains open.

Complaints: normally 12 months, with relevant records kept longer where a complaint, regulatory enquiry or legal issue remains unresolved or a longer obligation applies.

Programme compliance recordings: normally 42 days, or longer where required by the relevant licence, an Ofcom request, complaint or legal matter. Public Listen Again programmes and other published recordings may remain available for a different period. Compliance retention and public archive availability are separate purposes.

Consent records and marketing preferences: retained as necessary to demonstrate the permission and respect your choices. A limited suppression record may be kept after an opt out so that you are not contacted again by mistake.

You can ask for the retention period or criteria applying to a particular record. Deletion from live systems and expiry from secure backups may occur at different times; backup information must not be used to restore a withdrawn marketing permission.

We use appropriate technical and organisational measures to protect information against unauthorised access, loss, misuse or disclosure. These include access controls and secure handling appropriate to the information and service.

No online service can guarantee absolute security. If a personal data breach occurs, we assess the risk and notify the ICO and affected people where the law requires it.

Your rights depend on the circumstances and lawful basis. They include being informed, requesting access, correcting inaccurate information, requesting erasure, restricting processing and objecting to processing based on legitimate interests. Data portability applies to qualifying information processed by automated means on the basis of consent or contract.

You can withdraw consent at any time where we rely on it. This does not affect processing that was lawful before withdrawal. You can object to direct marketing at any time and we will stop using your information for that purpose.

Rights are subject to applicable conditions and exemptions. For example, we may need to retain a relevant record to comply with law or establish or defend a legal claim. We explain any refusal or restriction and how you can challenge it.

To make a request, email admin@coalvillepublicradio.com. We may request proportionate information to confirm identity. We respond within the applicable statutory time limit, normally one month, and explain any lawful extension or permitted pause. Requests are normally free.

You can complain to CPR using section 12. You also have the right to complain to the Information Commissioner’s Office. You do not have to complete our complaints process before contacting the ICO.

Contact the ICO or make a complaint.

We update this policy when our services or processing change. The version date appears above. Where a change affects the information given to you or requires a new choice, we provide appropriate notice and obtain new consent where required. Publishing a revised policy does not, by itself, give us consent for a new use.

For privacy enquiries, requests about your information or a complaint, contact CPR CIC at admin@coalvillepublicradio.com or write to CAN HQ, Memorial Square, Coalville, LE67 3TU. Please identify the service or issue and provide enough information for us to respond.

CPR CIC is the data controller.
Company number: 17173702.
ICO registration number: ZC216917.