Introduction

At Koast Radio Limited, we are committed to safeguarding the privacy of everyone who interacts with us, including our listeners, volunteers, interview guests, studio visitors, and competition entrants. This Privacy Notice explains how we collect, use, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Koast Radio Limited is a community radio station based in Ashington in South East Northumberland. Our mission is to provide engaging and informative content for our listeners while fostering a safe and inclusive community for all participants.

If you have any questions about this Privacy Notice or the way we process your data, you can contact us:

• Email: voice@koastradio.co.uk
• Phone: 01670 432107
• Address: 30 Woodhorn Villas, Ashington, Northumberland. NE63 9JD

What Data We Collect

We may collect the following types of personal data:

1. Competition Entrants
   
   • Name
   • Contact details (e.g., phone number, email, or address)
   • Responses or submissions to competition questions
2. Volunteers
   
   • Contact details (e.g., name, phone number, email, address)
   • Emergency contact information
   • Availability and skills
   • Any relevant background checks where applicable
3. Interview Guests and Studio Visitors
   
   • Name
   • Contact details (e.g., phone number, email, or address)
   • Purpose of visit or details of the interview
4. Listeners Who Contact Us
   
   • Name and contact information (if provided voluntarily)
   • Content of messages sent via email, website forms, WhatsApp, or text messages
5. Website Visitors
   
   • IP address and browsing data (via cookies, where consented)

How We Use Your Data

We process your data for the following purposes:

• To administer competitions and notify winners
• To manage our team of volunteers and their roles
• To schedule and coordinate interviews and studio visits
• To respond to listener queries and feedback
• To ensure the safety and security of our station
• To improve our website and services

We will only use your data for the purposes for which it was collected unless we reasonably consider another use is compatible with the original purpose.

Legal Basis for Processing

We rely on one or more of the following lawful bases to process your data:

• Consent: Where you have provided consent, e.g., for receiving newsletters or entering competitions.
• Contract: Where processing is necessary for the performance of a contract, e.g., volunteer agreements.
• Legal Obligation: To comply with UK law, e.g., health and safety regulations.
• Legitimate Interests: To improve our services and maintain security, provided this does not override your rights.

How We Store Your Data

We take the security of your personal data seriously. Your data is stored securely, and we implement appropriate technical and organisational measures to prevent unauthorised access, disclosure, or loss. Access to your data is restricted to authorised personnel only.

Data Sharing

We will never sell your data. However, we may share your data with:

• Service providers who assist us with operations, e.g., email or website hosting services
• Law enforcement or regulatory bodies if required by law

Retention of Data

We will retain your data only for as long as necessary for the purposes outlined above. Specific retention periods include:

• Competition entries: Up to 6 months after the competition ends
• Volunteer records: Up to 3 years after your last activity with us
• Listener messages: Up to 12 months unless needed longer for record-keeping or legal reasons

Your Rights

Under the UK GDPR, you have the following rights:

• Access: To request a copy of your data
• Rectification: To correct inaccurate or incomplete data
• Erasure: To request the deletion of your data (where applicable)
• Restriction: To limit how we process your data
• Data Portability: To obtain a copy of your data in a structured format
• Objection: To object to processing based on legitimate interests
• Withdraw Consent: To withdraw consent at any time where processing is based on consent

To exercise your rights, please contact us at voice@koastradio.co.uk We will respond within one month.

Cookies

Our website uses cookies to enhance user experience and analyse website traffic. You can manage your cookie preferences through your browser settings. For more details, visit https://allaboutcookies.org/

Changes to This Privacy Notice

We may update this Privacy Notice periodically to reflect changes in our practices or legal requirements. Please review it regularly.

Complaints

If you believe your data has been mishandled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Phone: 0303 123 1113