Volunteer privacy policy

Our data promise

The Committee of Chatterbox Norwich Talking Newspaper is committed to protecting your privacy and data. The organisation will use the information that we collect about you in accordance with the General Data Protection Regulation 2016/679 and the Privacy and Electronic Communications Regulations 2003.

Who are we?

Chatterbox Norwich Talking Newspaper, is a charity which produces and distributes weekly to approximately 400 blind and partially sighted listeners. The 60 to 90 minute audio recording contains items of local news taken from the Evening News and the Eastern Daily Press newspapers, and is supplied on a USB memory stick. The service is entirely free and delivered both ways, without charge, by Royal Mail. Where listeners are unable to provide their own means of playing the recording, the Organisation supply, on free loan, a USB memory stick player.

In addition to local news, there are general interest features. Listeners also receive a monthly recording of a selection of features from EDP Norfolk Magazine, recordings from Let’s Talk Magazine, a quarterly magazine recording of Chataround and at Christmas, an additional seasonal recording.

We are very lucky to have the support of Archant, BBC Radio Norfolk, BBC and Anglia TV.

The quality of the Chatterbox recordings is monitored by the Listeners Panel, a group of blind and / or partially sighted listeners based at the NNAB. They feed back to us on a regular basis what they like about the recordings and how things could be improved.

Some of the recording are available for download from our website at www.cbtn.org.uk, and via our Chataround Podcast Feeds.

What information do we collect?

You give us your information when you apply to become an official or volunteer helper and during your membership of the Organisation. The information we hold about you may include:

• Your full name
• Postal address
• Telephone number (s)
• Email address
• Your preferences for how we communicate with you about our activities
• Any other Information that is necessary for the effective running of the Organisation.

We may keep a record of the emails we send to you and you send to us and we may track whether you receive or open the former, so we can make sure they have been delivered.

GDPR regulations provide for the removal of contact details, on request of the individual, in accordance with GDPR Article 17.

How we use your data

This information is used for the day to day management of the Organisation and to make contact and to inform you of other relevant events or activities we think may be of interest to you as regards the Organisation.

Third parties

We will not share any of your personal details with any other third parties without your consent.

Giving you control

Unless you ask us not to, we will tell you about Organisation events and occasionally we may include information from other organisations and companies relevant to the activities of the Organisation. You can opt out from these communications at any time – just inform the Data Protection Officer in writing (emails accepted).

How we keep your data safe

Your personal data will be held and processed in hard copy and/or on computer by the Chairman, Secretary, Treasurer or administration officer volunteers, as needed. Hard copies will be kept secure in locked cabinets. Electronic copies will be kept on computer systems secured by password and anti-hacking protection.

Sensitive information

In the rare event that a person under the age of 16 attends the Organisation, before taking details of children under 16, we will ask for the consent of a parent/guardian to provide such information, in accordance with GDPR Article 8(1). We will erase the information collected when no longer required.

Changes to this policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear by contacting you directly.

Your rights

You have the following rights related to your personal data:

1. The right to request a copy of personal information held about you (which we will provide within one month of the date of request, free of charge, unless the request is repetitive, unfounded or excessive)
2. The right to request that inaccuracies be corrected, and in a timely manner, in accordance with GDPR Article 16.
3. The right to request us to stop further processing of your personal data, in accordance with GDPR Article 18, which may result in a loss of service.
4. The right to lodge a complaint with the Information Commissioner's Office (by calling 0303 123 1113, or emailing casework@ico.org.uk)
5. The right to have your data erased (which we will undertake within one month of the date of request) but see third point above, except where data processing is required to be retained in accordance with a criminal investigation in compliance with GDPR Article 6(1)(c).

Contact us

Please contact our Data Protection Officer if you have any questions about this policy, or wish to be removed from any communications or data processing activities:

Data Protection Officer Write to Data Protection Officer, Chatterbox Norwich Talking Newspaper, Petersen House, 240 King Street, Norwich. NR1 2TT. Email: contact@cbtn.org.uk

Data Controller: Chatterbox Norwich Talking Newspaper, Petersen House, 240 King Street, Norwich. NR1 2TT. Email: contact@cbtn.org.uk

Approved by the Chatterbox Committee: 28^th November 2018