PRIVACY POLICY

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Summary

The Hospital Broadcasting Service ("we", "us", "our" or "HBS") are committed to respecting the privacy and confidentiality of our visitors. Our visitors ("you") come from a range of backgrounds including representatives of HBS, staff and patients of the National Health Service Greater Glasgow and Clyde and charity partners including, but not limited to, the Hospital Broadcasting Association, as well as any other individual or group that has an interest in HBS.

Our Privacy Policy ("this policy") outlines how we gather information and what we do with it. Where we ask you to provide information, this policy is designed to assure you that the information is used properly and in line with the Data Protection Act 2018, which incorporates the EU General Data Protection Regulation into UK law.

Last updated: 25/Feb/2022

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1. Why We Collect Information

We collect information for the following:

  • Enquiries to HBS;

  • Communications directed to the "on-air" service;

  • Volunteers and sponsors;

  • Potential volunteers and sponsors;

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2. How We Use Information

In legal terms we use your information on the basis of having a legitimate interest to do so. 

Please note that hbs.org.uk ("this site", "the site") contains links to external services delivered by third parties. This policy does not cover the activities of such parties. You should contact said third parties directly for information on how these parties handle your information.

The Hospital Broadcasting Service does not sell or pass on any personal or contact information to any organisation and has no intention to do so in the future.

Enquiries to HBS: we use collected information to allow us to apply context to and to answer your enquiry. We do not keep personal information from enquiries once the enquiry and any subsequent enquiries are completed.

Communications directed to the "on-air" service: HBS is a radio station. During live programmes the listener is encouraged to make contact with the volunteer(s) in the studio as part of the programme. Only the first name and location of the person contacting us is used on-air, along with their comment or request. This information is not kept after it is used.

Volunteers and sponsors: volunteers' and sponsors' information is collected off-line for display on the website. Volunteers' information is also used to facilitate the member's area of the website.

Potential volunteers and sponsors: We require information from new volunteers and sponsors in order to complete their application and, if consented to, to display their information on the website. We use potential volunteers' references' contact details in order to contact their named referee. The enquiry form is retained during the application process and for as long as the individual continues volunteering with HBS. The form is deleted when the individual ceases their interest in volunteering or becoming a volunteer.

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3. What Information We Collect

Enquiries: we collect personal information such as your name and contact details. We collect information related to the enquiry.

Communications directed to the "on-air" service: we collect the contact details of the person contacting, their name, email address and phone number as well as where they are and their comment or request. If their contact is a song request for someone else we also collect their name and where they are.

Volunteers and sponsors: we collect personal information of both sponsors and volunteers: their names, contact information and a picture to use on the website. 

Potential volunteers and sponsors: we collect personal information of both sponsors and volunteers: their names and contact information. From volunteers we also collect age (within a range), previous employment and volunteer experience, education, criminal convictions, special needs, contact information of references in support of an application.

 

We also collect information on your website use through cookies, if your browser accepts them. Volunteers with access to the member's area of the website will have their login details kept in cookies to allow them access to that part of the site.

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4. How We Collect Information

Information is taken from the original communication; this can be telephone, email, post or the online contact or requests form on the website. Volunteer and potential volunteer information is collected using the volunteer enquiry form located here (for potential volunteers) and here (for existing volunteers), which is downloaded as a pdf and sent to us as an email attachment.

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5. Where We Store Information

Our website is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to host our website and provide an online platform for HBS. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. Access to this information is restricted to certain HBS volunteers in order to maintain privacy.

Information submitted using the online contact and requests is kept on the website and is delivered as an email to studio@hbs.org.uk where it is treated like other email.

HBS emails are handled by Google Gmail. Gmail uses encryption to protect your information and ours while inside their network. HBS email accounts are protected by passwords which are given to volunteers involved with the delivery of the service only.

Information is kept for as long as it is needed only, after which it is destroyed.

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6. Your Rights

Under the Data Protection Act 2018 with GDPR, you have the following rights:

  • The right to be informed: This policy informs you of how we use your information. The object of which is that you know what we are doing with your information.

  • The right to object to the processing of information that is likely to cause you damage or distress: We will respond if you challenge the accuracy or legality of the information we hold or how we process it.

  • The right to receive an electronic copy of the information we hold on you: You can ask us to provide to you a legible copy of the information that we have for you. This is called a Subject Access Request, note that we must be able to verify your identity before granting such a request.

  • The right to object: Where we send you information, like the newsletter, we will ensure that we have your consent to continue to do so. If you wish to stop receiving communications from us you will be able to do so.

  • The rights related to automated decision making: If there is additional profiling based on the information we hold, then you can object to us making decisions about you based on such processing.

You can make a request at any time by email to chairman@hbs.org.uk. We will respond to this request within one month of receipt. Some information cannot be erased, such as that linked to financial transactions which must be kept for a set period of time under financial regulations. 

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7. Updates

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

Last updated: 25/Feb/2022

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8. Contacting Us

The Hospital Broadcasting Service is a registered charity in Scotland, find out more here.

If you have any questions about this policy or the information we hold on you, you can email chairman@hbs.org.uk.

Registered name: The Hospital Broadcasting Service

Principle office: Suite 444, Baltic Chambers, 50 Wellington Street, Glasgow, G2 6HJ