Using Your Personal Data

When you become one of our listeners or volunteers, or visit this website, we need to collect and use some personal data about you. Although we keep this to a minimum, it’s important that you know what that data is, and how and why we use it.

Who are ‘we’?

We are Long Eaton and District Talking Newspaper, registered charity number 507890. As ‘data controller’ of your personal data, we are legally responsible for handling it fairly, appropriately, securely and in line with the General Data Protection Regulation 2016 and the UK’s Data Protection Act 2018, and part of our responsibility is to tell you how and why we use that data.  We’ll review this policy every year at our AGM, include it in our newspaper once a year and make sure it’s always available on our website.

What personal data do we collect, where from and why?


If you’re one of our listeners, the personal data we hold about you is limited to the information we need in order to set up and maintain your membership of our organisation, produce and distribute our talking newspaper and provide any ongoing support. To do this we need your name and contact details, and we usually get this either directly from you or from someone acting on your behalf, such as a carer, friend or relative. If you are referred to us by an optician or other eye specialist, they may pass us your details so we can contact you. We would always expect anyone acting on your behalf to ask for your consent before passing your details across to us.

In addition to your contact details, we will usually ask for your date of birth. This is purely so we can wish you ‘happy birthday’ every year in the issue of our talking newspaper that goes out nearest to your big day. If you’d prefer us not to do that, please just let us know. 

If we exchange any correspondence with you or anyone acting on your behalf, we will of course hold that too. 


If you’re one of our volunteers, we’ll need a little basic information about you so we can organise our activities, run our organisation and keep producing and distributing our talking newspaper.   This is usually limited to your name, contact details and any e-mail correspondence we may exchange. 

Occasionally, we have the opportunity to promote our organisation in local publications or on social media. To do this we may ask you for a little more biographical information about yourself so we can give a short ‘profile’ of our team members, but of course we’ll ask you first and won’t use the information for anything else.

Information collected when you visit our website

Our website needs to use cookies and similar technologies in order to function correctly, and this may involve collecting some personal data about the device you’re using. You can block these cookies through your browser, but you may find that the website does not work as well.

The site also uses technologies provided by third parties: Google Web Fonts, Google Maps and external video providers such as YouTube or Vimeo.  These are not strictly essential, but they do give you a more user-friendly experience.  As they involve third parties collecting some personal data, such as the IP address of the device you’re using, you can opt out of them.  You will find the opt out buttons in the cookie notice on our website.

Who uses your personal data?

Whether you are a listener or a volunteer, your personal data is stored securely by our Chairman.  It is held on a dedicated laptop, is password protected and access is given only to those members of our team who need it to keep our organisation running, distribute our newspaper or contact you.

We don’t and won’t share your personal data with anyone else except in the very unlikely event that we’re required by law to do so (e.g. if the police make a valid request for information or if we have a legal duty to report a safeguarding concern).

Keeping your details up to date

Please do let us know if you move house or change phone number or e-mail address, so we can keep our records up to date and accurate.

How Long do we keep your Personal Data[i]?

As required by data protection law, we keep as little information as possible for as short a time as necessary. We’ll keep your information while you remain one of our listeners or volunteers and then delete it.

Your Data Rights

The law gives you a number of rights over your personal data. As the data we hold is minimal and used only for the essential purposes above, most of those rights are not relevant, but legally we do have to tell you about them. To keep things short and sweet, here are the rights which could apply in our relationship with you:

The Right to have Inaccurate Personal Data Corrected: as above, please let us know if we’re using inaccurate or outdated contact details for you and we’ll correct that.

The Right to Access your Personal Data: If you’d like to see the personal data we have about you, please ask.  It will normally be your name and contact details and those of anyone acting on your

behalf, your date of birth (if you’re a listener), date of joining us and any correspondence we may have exchanged. 

The Right to Lodge a Complaint with the Regulator

We hope this one will never apply! If you have any concerns about the way we handle your personal data, please let us know and we’ll put things right.  We do need to let you know that you have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office ( if you are not happy with the outcome.

The law also gives you limited rights of erasure, ‘objection,’ ‘restriction’ and ‘data portability.’ These don’t apply here but you can find out more about them on the ICO’s website.

Any questions?

If you’re not sure about anything here or you have a question about how we use personal data, please contact us and we’ll be happy to help.