Torbay Hospital Radio is a local charity offering 24 hour, 7 days a week, 365 days a year radio entertainment for patients and their friends and family. We also now broadcast live online.

At the very centre of this are our supporters and volunteers. We are completely self-funded and without our amazing supporters and volunteers we would not be able to provide a service which helps loneliness in hospital. We value your support and we take your privacy very seriously; we are committed to ensuring that your privacy is protected.

We promise to respect any personal data that you are happy to share with us or allow other organisations to give to us. This policy explains how we use any information we collect about you, and how we have put procedures in place to meet our legal obligations and ensure that we protect your privacy.

We will make sure that the personal information collected by Torbay Hospital Radio is used legally, ethically and appropriately, and that confidentiality is maintained.

There are seven key principles which apply when considering requests for personal data which are:

1. Justify the purpose
2. Don’t use personal confidential data unless it is absolutely necessary
3. Use the minimum necessary personal confidential data
4. Access to personal confidential data should be on a strict need-to-know basis
5. Everyone with access to personal confidential data should be aware of their responsibility
6. Comply with the law
7. The duty to share information can be as important as the duty to protect confidentiality

This privacy policy applies to Torbay Hospital Radio and to our website and includes:

Our contact details for any questions about your personal data
How and why we collect your personal data
What data we collect and why
Who we share your data with and why
How long we will keep your details
Your rights regarding your data
ICO contact details

Our Contact Details

Torbay Hospital Radio is registered charity no 1053900 based in Torbay, Devon.

If you have any queries concerning your personal data, please contact our Data Protection Officer Stephanie Teece by email on [email protected].

How we collect your personal data

We may automatically collect certain data from you as you use our website by using cookies IP address and similar technologies.  We may collect data about you by you providing the data directly to us by:

Making a donation

Requesting us to attend an event to provide PA
Sending us an email
Asking for information, such as further details about volunteering with us
Applying to be a volunteer
Making song requests

What data we collect and why

We may ask you for the following information:

Your name
Contact details including address, telephone, email address
Date of birth
Any health problems we may need to be aware of if you are taking part in one of our outside broadcasts or coming to the studio
Emergency contact details

We ask for this information so that we can:

Process your donation or support your fundraising efforts
Provide PA support at events
Process your requests
Process your membership application
Thank you for your donations and support
Identify participants and volunteers at our outside broadcasts
Send you all the information you asked for. You can change your mind about what information you would like to receive at any time.
Keep volunteers/members up to date with Torbay Hospital Radio events and meetings
Comply with a legal obligation

We may also use this information to:

Keep a record of your relationship with us
Provide you with any products, services or information you ask from us
Manage how you would like to receive information and news from us, and what information you would like to receive
Understand how we can improve our fundraising and marketing services, products or information.
Understanding our online streaming demographic
To protect your vital interests

Who we share your data with and why?

Torbay Hospital Radio promises never to sell or share your data with any third party for marketing purposes.
If you have told us you only wish to hear about certain aspects of our work and activities, we will automatically deselect you from hearing about the aspects you have not selected.
Once a probation period as a member has been completed, we do share your data with Voluntary Services as being part of Torbay Hospital Radio also means being a part of Voluntary Services within Torbay Hospital.
We may also need to disclose your details if required to by the police, regulatory bodies or legal advisers.

How long we will keep your details

Your data is safely and securely stored on our database.
We will keep your data six years after your last donation so that we may comply with any financial regulations.
We will only keep your data for as long as it is relevant and necessary.
Unless you inform us otherwise, once you have opted into any marketing we will continue to send you news and information until such a time that you advise us you wish to opt out. You can change your mind about what information we send you at any time by emailing us at [email protected]. We have a separate data retention policy should more information be needed which can also be obtained by using the above contact details.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights regarding your data

You have the right to withdraw your consent to receive marketing and/or information materials from us at any time.
You can change your preferences and consent by emailing [email protected].
Withdrawing your consent to marketing communications does not mean that we will never contact you. We may need to talk to you about administrative matters in order to process a transaction or for another business reason.
You have the right to request that we delete your data in full. We will need to confirm your identity and request you fill out a Subject Access Request form which you can obtain from our Data Protection Officer. We will then write to you with the outcome of your request.

Access You can ask for the personal information we hold about you and for details about how and for what purpose we use your information.
Rectification You can ask us to correct any personal information that is inaccurate or incomplete.
Objection You can ask us to stop processing your personal information in certain circumstances.
Restrictions You can ask us to temporarily stop processing your personal information in certain circumstances while other challenges are resolved.
Erasure You can ask us to delete any information we hold about you if the law and our data retention policies no longer require us to hold it.
Data Portability You can ask us for copies of the information we hold about you so that you can move, copy or transfer personal data easily from one IT environment to another.
Automated decisions / profiling You have the right not to be subject to a decision based solely on automated processing, including profiling, which has legal effects for you or affects you in any other significant way.

Data Security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those people who have a need to know such data.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.


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Information Commissioner’s Office Details

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (

We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.