Privacy Policy

Taunton Deane Audio News.
DATA PRIVACY POLICY.
Issue 1.
Dated 9th May 2018.

1. About this Policy.

This policy  explains  when  and  why  we  collect  personal  information  about  our listeners and members, how we use it and how we keep it secure and your rights in relation to it.

When you or someone on your behalf, contacts us verbally or in writing, requesting that we send our weekly news on memory sticks to you or you contact us wishing to assist in the production of the news broadcasts, you give us the right to collect, use and store your personal data, for purposes as described in this Data Privacy Policy or as described when we collect data from you.

We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website [tdan.co.uk] for any amendments (but amendments will not be made retrospectively) .

We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner www.ico.gov.uk. For the purposes of the GDPR, we will be the “controller”, or, “processor” of all personal data we hold about you.

2. Who we are?

We are Taunton Deane Audio News TDAN. The TDAN postal address is : care of  Somerset Sight, Northfield House, 51 Staplegrove Road, Taunton, Somerset, TA1 1DG.

Members of the committee can be contacted via the contact form on our website here: http://www.tdan.co.uk/index.php/contact-us/ or directly, via the above postal address. Our telephone contact details are read out, in each weekly news broadcast.

3. How we process your data.

Under the General Data Protection Rules (GDPR) and for clarity, TDAN must declare the “Lawful bases” used to process your data. We use four of the six available, which are as follows:

Contract.
We use your name, address and contact details to circulate recordings.

Legitimate Interest.
We use your name, address, contact details to send out the news on memory sticks.

Legal Obligation.
Trustee’s name, address, contact details have to be disclosed to the Charity Commission.

Consent.
Listeners consent is sought to disclose their birthday day/month but NOT year.

4. What information we collect and why.

Here follows a listing of the type of information we collect; the purpose of collecting that data; the legal basis of that collection; and finally how long we will hold on to that data type.

Type of information. Listener’s name, address, phone numbers, e-mail address.

 

Purposes.  Managing the Listener’s membership of TDAN.
Sending out news on memory sticks, AGM information.Visiting to provide audio player and guidance.
Legal basis of processing. TDAN’s contract with the Listener.

For the purposes of our legitimate interests in operating TDAN.

Data Retention. Whilst a listener and up to year after ceasing to be a member.
Type of information.   Listener’s relative’s name, address, phone numbers, e-mail address.

 

Purposes.  Managing the Listener’s membership of TDAN.
Ensuring we have an alternative contact for listener to provide assistance.
Legal basis of processing. TDAN’s contract with the Listener.

For the purposes of our legitimate interests in operating TDAN.

Data Retention. Whilst a listener and up to year after ceasing to be a member.
Type of information. Listener’s day and month of their birthday. Purposes.  To wish them a happy birthday within news broadcast. Legal basis of processing. Consent Obtained verbally. Data Retention. Whilst a member and up to year after ceasing to be a member.
Type of information. Membership number. Purposes.  Managing the Listener’s membership of TDAN and recording return/sending of news broadcasts. Legal basis of processing. For the purposes of our legitimate interests in operating TDAN.

 

Data Retention. Whilst a member and up to year after ceasing to be a member.
Type of information. Hardcopy membership form data. Purposes.  Managing the Listener’s membership of TDAN. Legal basis of processing. TDAN’s contract with the Listener.

For the purposes of our legitimate interests in operating TDAN.

Data Retention. Whilst a member and up to year after ceasing to be a member.

 

Type of information. Name, address, e-mail address, DOB and telephone number of each TDAN Trustee and Committee member. Purposes.  Personal data recorded on Charity Commissioners website and via annual return, hidden within TDAN’s website and other publications.

 

Legal basis of processing. For the purposes of our legitimate interests in operating TDAN. Contract with the Charity Commission. Data Retention. Whilst a committee member and up to year on TDAN & Charity Commission  system after ceasing to be a committee member.

 

Type of information. Names of team members. Purposes.  To advise Listeners of who’s reading and performing technical duties. This will be included on memory sticks and on the TDAN website. Legal basis of processing. For the purposes of our legitimate interests in operating TDAN. Data Retention. Whilst a reader or technician and up to 3 months after ceasing to be a reader or technician.

No personal data is collected by this website.

5. How we protect your personal data.

All the personal data we hold is processed by our organisation within the UK, however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

Please note however, that where you are transmitting information to us over the internet i.e. by email, this can never be guaranteed to be 100% secure.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

6. Who else has access to the information you provide us?

We will never sell your personal data. We will not share your personal data with any third parties without your prior consent, which you are free to withhold, except where we are required to do so by law or as set out in the table above or in paragraphs  below.

We may pass your personal data to third parties who are service providers e.g. the Post Office, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf. We do this for the purpose of our legitimate interests in operating TDAN and for performing our contract with you.  However, we disclose only the personal data that is necessary for the third party to deliver the service.

7. How long do we keep your information?

We will hold your personal data on our systems for as long as you are a listener of TDAN and for as long afterwards as it is in the TDANs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. This is further detailed in section 4 above in the “Data Retention” column. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations.

We securely destroy all personal information once we have used it and no longer need it.

8. Your rights.

You have rights under the GDPR:

– to access your personal data
– to be provided with information about how your personal data is processed
– to have your personal data corrected
– to have your personal data erased in certain circumstances
– to object to or restrict how your personal data is processed
– to have your personal data transferred to yourself or to another business in certain circumstances.

You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

0303 123 1113.

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices or if you have any other queries, questions or comments on the information contained in this document,you can contact our Webmaster via the following webpage:

http://www.tdan.co.uk/index.php/contact-us