Privacy Policy

How we collect, use, and protect your personal information

Last updated: November 28, 2025

1. Introduction

WWL Radio ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, services, or interact with us in any way.

WWL Radio is a registered charity (Charity No. 1197778) based in the United Kingdom. We operate in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection laws.

By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide to Us

We may collect the following personal information when you interact with us:

Contact Information: Name, email address, postal address, and phone number when you contact us through our contact form, subscribe to our newsletter, or register for events
Communication Data: Messages, feedback, comments, and other communications you send to us
Volunteer Information: If you apply to volunteer with us, we may collect additional information such as your CV, references, and background check information
Donation Information: If you make a donation, we may collect payment information (processed securely through third-party payment processors) and your contact details
Event Registration: Information provided when booking studio tours, school visits, or attending our events

2.2 Information We Collect Automatically

When you visit our website, we may automatically collect certain information:

Technical Data: IP address, browser type and version, device type, operating system, and time zone
Usage Data: Pages visited, time spent on pages, click patterns, and navigation paths
Cookies and Similar Technologies: See our Cookie Policy in section 8 below

2.3 Information from Third Parties

We may receive information about you from third-party services, including:

Social media platforms (if you interact with us on social media)
Payment processors (for donation transactions)
Analytics providers (to understand website usage)
Email service providers (to manage our communications)

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Delivery

To respond to your enquiries and provide customer support
To process and manage donations
To manage volunteer applications and relationships
To organise and manage events, studio tours, and school visits
To deliver our radio services and content

3.2 Communication

To send you newsletters, updates, and information about our services (with your consent)
To respond to your messages and requests
To send important service-related communications
To notify you about changes to our services or policies

3.3 Legal and Regulatory Compliance

To comply with legal obligations and regulatory requirements
To protect our rights, property, and safety, as well as that of our users and the public
To prevent fraud and abuse
To maintain records as required by charity law and regulations

3.4 Website Improvement

To analyse website usage and improve our services
To personalise your experience
To ensure website security and prevent technical issues

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

Consent: When you have given clear consent for us to process your data for specific purposes (e.g., marketing communications)
Contract: When processing is necessary to fulfil a contract or take steps before entering into a contract
Legal Obligation: When we need to comply with a legal obligation (e.g., charity reporting requirements)
Legitimate Interests: When processing is necessary for our legitimate interests (e.g., website security, service improvement), provided these do not override your rights and freedoms
Vital Interests: When processing is necessary to protect someone's life

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your data in the following circumstances:

5.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating our website and services, including:

Email service providers (e.g., for sending newsletters)
Payment processors (e.g., for processing donations)
Website hosting and analytics providers
IT service providers and cloud storage services

These providers are contractually obligated to protect your data and use it only for the purposes we specify.

5.2 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or to:

Comply with legal processes or respond to government requests
Protect our rights, privacy, safety, or property
Prevent or investigate possible wrongdoing
Protect the rights and safety of our users and the public

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to the same privacy protections.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit (SSL/TLS) and at rest where appropriate
Secure servers and databases
Access controls and authentication procedures
Regular security assessments and updates
Staff training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Our retention periods are based on:

The nature of the data and the purpose for which it was collected
Legal and regulatory requirements (e.g., charity law, tax law)
Our legitimate business interests
Your consent (where applicable)

When we no longer need your data, we will securely delete or anonymise it in accordance with our data retention policy.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience, analyse usage, and support our services.

8.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help websites remember your preferences and improve functionality.

8.2 Types of Cookies We Use

Essential Cookies: Required for the website to function properly (e.g., authentication, security). These cannot be disabled.
Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics). These are optional and require your consent.
Functional Cookies: Remember your preferences and settings to improve your experience.
Marketing Cookies: Used to deliver relevant content and track campaign effectiveness (if applicable).

8.3 Third-Party Services

We may use third-party services that set their own cookies, including:

Google reCAPTCHA: Used to protect our contact forms from spam and abuse
Google Analytics: Used to analyse website traffic and usage patterns
Social Media Platforms: If you interact with social media features on our site

These services have their own privacy policies and cookie practices. We encourage you to review them.

8.4 Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to:

View and delete cookies
Block cookies from specific sites
Block all cookies
Set notifications when cookies are placed

Please note that blocking certain cookies may affect website functionality.

9. Your Rights Under UK GDPR

Under UK data protection law, you have the following rights regarding your personal data:

9.1 Right of Access

You have the right to request a copy of the personal information we hold about you (a "data subject access request").

9.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal information.

9.3 Right to Erasure ("Right to be Forgotten")

You have the right to request deletion of your personal information in certain circumstances (e.g., when it's no longer necessary for the original purpose).

9.4 Right to Restrict Processing

You have the right to request that we limit how we use your personal information in certain circumstances.

9.5 Right to Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format, and to transmit it to another controller.

9.6 Right to Object

You have the right to object to processing of your personal information based on legitimate interests or for direct marketing purposes.

9.7 Rights Related to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing that significantly affect you.

9.8 Right to Withdraw Consent

Where we process your data based on consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details in section 11 below. We will respond to your request within one month (or two months for complex requests).

10. Children's Privacy

Our services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information.

For children aged 13-17, we may collect limited information (e.g., for school visits or events) with appropriate parental consent where required.

11. International Data Transfers

Your information may be transferred to and processed in countries outside the UK and European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

Adequacy decisions by the UK government
Standard contractual clauses approved by UK authorities
Other appropriate safeguards as required by law

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

Posting the updated policy on our website with a new "Last updated" date
Sending an email notification (if you have provided your email address)
Displaying a prominent notice on our website

We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

WWL Radio
Email: contact-form@wwlradio.co.uk
Website: https://www.wwlradio.co.uk/contact

Data Protection Officer
If you have specific concerns about data protection, please contact us using the details above and mark your communication "Data Protection Enquiry".

Supervisory Authority
If you are not satisfied with our response to your data protection concerns, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

14. Additional Information

This Privacy Policy applies to all personal information collected through:

Our website (wwlradio.uk)
Our contact forms
Email communications
Social media interactions (where we control the data)
In-person interactions (e.g., events, studio tours)
Volunteer applications and relationships
Donation processing

Thank you for trusting WWL Radio with your personal information. We are committed to protecting your privacy and being transparent about how we use your data.