Privacy Policy

1. Who we are

This policy explains how Leeds Dance Community Radio Ltd (“LDC Radio”, “we”, “us”, “our”) collects and uses personal data when you use ldcradio.co.uk (the “Website”), listen to our stream, join our newsletter, contact us, ask about hiring a DJ or our web and digital services, book a slot on LDC Introducing, apply to present, enter a competition, advertise with us or present a show.

Leeds Dance Community Radio Ltd is the controller of your personal data. We are a private company limited by guarantee, registered in England and Wales with company number 11013547. Our registered office is Mabgate Business Centre, 93-99 Mabgate, Leeds, LS9 7DR.

We have not appointed a data protection officer. For anything to do with your personal data, please email hello@ldcradio.co.uk.

2. What we collect and why

We only collect the personal data we need for each purpose below. For each one we have set out the lawful basis we rely on under the UK General Data Protection Regulation (UK GDPR).

Newsletter

What: your email address, whether your subscription is pending or confirmed, where on the Website you signed up, the wording you agreed to, and when you signed up, confirmed and (if you do) unsubscribed.

How it works: when you sign up, we send you an email asking you to confirm. We only send the newsletter to people who have confirmed. Every newsletter has an unsubscribe link, and you can also unsubscribe by emailing us.

Lawful basis: consent. You can withdraw your consent at any time by unsubscribing. This does not affect anything we did before you withdrew it.

Contact, advertising, DJ hire and web & digital enquiries

What: your name, email address, the topic you choose and your message, and, if you choose to give them, your phone number and company name. For a DJ hire enquiry, we also collect the details of your event that you enter: the type of event, its date, start and finish times, venue, town or area, number of guests, music requests, whether you need the DJ to bring equipment, and your budget if you give one. For a web and digital enquiry, we also collect the services you tick and, if you choose to give them, your business name, your website address and your budget. We also record the IP address the form was sent from, to help us deal with spam and misuse.

How it works: your enquiry is stored in our station inbox so a member of our team can read it and reply. We send you an automatic email to acknowledge that we have received it. Emails you send to our directors’ own station email addresses are copied into the same inbox; emails you send to hello@ldcradio.co.uk stay in that mailbox and are answered from there. When replying to a message in our station inbox, one of our directors may use an AI service, Claude, provided by Anthropic, to help write a first draft. To do this, we send Anthropic your name and email address, the subject and text of your email or form (for a form, this includes the phone number, company or business name, website address, any event or project details and the IP address recorded with it), any replies we have already sent you, and a short note of how you are connected to the station if we already know you (for example, as a presenter or advertiser). Anthropic processes this on our behalf only to produce the draft. A director always reads the draft and changes it where needed, and no reply is sent unless a person approves it. We do not use AI to make decisions about you.

DJ hire enquiries: our DJs are presenters on the station, not our employees. If we put a DJ forward for your event, we share your name, contact details and event details with that DJ so they can confirm their availability and perform at your event.

Lawful basis: legitimate interests, namely responding to people who contact us and running the station. Where your enquiry is about advertising, sponsorship, hiring a DJ or web and digital work, we process it to take steps at your request before entering into a contract.

Texts and shout-outs to the studio

What: if you message the studio by WhatsApp on +44 7360 928760 or by email to studio@ldcradio.co.uk, we receive your phone number or email address, the name you use and your message.

How it works: the presenter on air may read out your message and first name (or the name you give). Please do not send anything you would not want broadcast. WhatsApp is provided by WhatsApp (part of Meta), which processes your message under its own privacy policy.

Studio messages are not stored in our station management system. They stay in the studio’s WhatsApp account and in the studio@ldcradio.co.uk mailbox. Only the presenters in the studio and our directors, who manage those accounts, can see them. We delete studio messages within 90 days of receiving them. If we need a message to deal with a complaint, a safeguarding concern or a legal matter, we keep it for as long as that takes. If your message is read out on air, it will also be in the recordings of our output, which our Ofcom licence requires us to keep for at least 42 days.

Lawful basis: legitimate interests, namely taking part in and responding to listener interaction on our programmes.

LDC Introducing bookings

What: your name (or artist or DJ name), email address, mobile number, genre, a link to your mix, your Instagram handle if you give it, and the slot you request. We also record the IP address and browser details the request was sent from, to help us deal with spam and misuse.

How it works: requests made through app.ldcmusic.co.uk/book are reviewed by one of our directors. If your request is approved, we email you a confirmation with a calendar invitation.

Lawful basis: taking steps at your request before entering into an agreement, and then performing that agreement (your appearance on the show).

DJ and presenter applications

What: the information you enter in our application form, such as your name, contact details and details of your experience and music.

How it works: applications are currently collected using Google Forms, so your answers are held by Google on our behalf. Once a day they are copied into our station management system, where our team reviews them and records the outcome.

Lawful basis: taking steps at your request before entering into an agreement with you.

Presenters and DJs on LDC Radio

What: your name and legal name, contact details, address, date of birth, an emergency contact, show details, your signed presenter agreement (with the name you signed with and when), the profile text, photos and consents you submit, the playlists and mixes you upload or link (audio files, pictures, descriptions and tracklists) with a record of who confirmed the right to share each one and when, the charts you make (track names, notes, links and a picture), a record of when and from which IP address and browser you completed each joining step, and, where you pay a subscription for your slot, the payment details needed to collect it. We ask for your date of birth to check that you are old enough to sign the agreement.

How it works: your public profile only appears on the Website after you have submitted it and a director has approved it. The same goes for your playlists and charts, which appear on the Website, with your name and profile photo, only while your profile is published. If you are marked as available for DJ hire (you can tick this on your profile, or ask a director to), your published profile is also listed on our DJ hire page, and we pass you the details of any enquiry we put you forward for. You can untick it at any time and your profile comes off that page. Subscriptions are collected by Direct Debit through GoCardless; we do not see or store your full bank details.

Lawful basis: performance of our agreement with you, and legal obligation for the financial records we must keep.

Advertisers and sponsors

What: the names and business contact details of people at advertisers, sponsors and agencies, and the details of campaigns, invoices and payments.

How it works: we invoice advertisers through Xero.

Lawful basis: performance of a contract, or steps before entering into one; legal obligation for accounting and tax records.

Competitions

What: the details you give when you enter, such as your name, contact details and your answer, and, if you win, the details needed to confirm your eligibility and deliver your prize.

Lawful basis: performance of the competition terms you accept when you enter. Announcing a winner’s first name and town, and giving the surname and county of the winner of a major prize to anyone who asks, is based on our legitimate interests in showing that our competitions are genuine and fairly run (you can object when you enter or when we contact you); any further publicity only happens with the winner’s agreement, as explained in our Competition Terms and Conditions.

Listening to the live stream

What: when you listen live, your device connects to our streaming server (stream.ldcradio.co.uk, which runs AzuraCast). The server processes your IP address and basic technical information such as your player or app and connection time. This is needed to send the audio to you and lets us count how many people are listening.

Lawful basis: legitimate interests, namely delivering the stream and understanding listener numbers. We use listener numbers in total only, not to identify individual listeners.

The streaming server, which is hosted for us by Krystal Hosting Ltd in the UK, keeps a record of each connection to the stream, including your IP address, for up to 60 days, and then deletes it. Our station management system never stores listener IP addresses or player details. It records how many people are listening. To count how many different devices listen in a week, once a minute it reads the list of connections from the streaming server and turns each device’s IP address and player name into a one-way code, using a random key that changes every Monday and is then deleted; the key is never copied into our backups. It keeps only that code, the type of player (such as our app, a smart speaker or a web browser) and totals. Once the week’s key is deleted, a code cannot be linked back to a device or to another week, and we delete the codes after 8 weeks. We do not share listener IP addresses with anyone except our hosting provider, which stores them for us. Where we report listening figures to music licensing bodies or anyone else, we give totals only.

Records we must keep

We keep some information because the law or our broadcasting licence requires it, such as accounting records and records of complaints and of our output. Lawful basis: legal obligation.

Do you have to give us your data?

You do not have to give us any personal data to visit the Website or listen to LDC Radio. Your email address is needed to receive the newsletter; your name, email address and message are needed for us to reply to an enquiry; and the details asked for in a booking, application or competition entry are needed to consider it. If you do not provide them, we will not be able to do those things. Some records, such as invoices, we must keep by law.

3. Cookies and similar technologies

The Website does not currently use analytics cookies or advertising cookies, and we do not use tracking pixels.

The Website stores one item in your browser’s local storage: your choice of high-contrast display, so that the Website remembers it on your next visit. This stays on your device, is not sent to us, and is used only because you asked for it. You can clear it at any time through your browser settings.

Some mix and playlist pages include a player from Mixcloud, SoundCloud, YouTube or Spotify. These players are not loaded when you open the page: you see a play button instead, and the provider’s player only loads when you press it. Once it loads, the provider may set its own cookies and collect information about your device, such as your IP address, under its own privacy policy. Where we show YouTube videos we use YouTube’s privacy-enhanced mode (youtube-nocookie.com).

Playlist pages count how often each playlist is viewed, how often its play button is pressed, how often people click through to the provider and how often it is shared, as totals per playlist per day. DJ chart pages are counted the same way: how often each chart is viewed, how often its track links are clicked and how often it is shared, as totals per chart per day. We do not use cookies or any identifier for this, and we do not store your IP address: it is held only in our servers’ memory, in a counter that limits how many counts one address can send in an hour, to stop the counts being abused, and it is never written to disk or logged. Visits from search engines and other automated tools are not counted.

The adverts on the Website are counted the same way: how often each advert is shown on a page, how often it is actually seen (at least half of it on screen for at least a second) and how often it is clicked, as totals per advert per day. Clicking an advert takes you through a short link on our site to the advertiser’s own website, which has its own privacy policy. We do not use cookies or any identifier for these counts and we do not store your IP address; it is used only in memory to limit how many counts one address can send in an hour, exactly as above, and visits from search engines and other automated tools are not counted.

We may add analytics in future to understand how the Website is used. If we do, we will ask for your consent before setting any analytics or advertising cookies, you will be able to refuse or change your mind at any time, and we will update this policy first.

4. Who we share your data with

We do not sell your personal data, and we do not share it with other organisations for their own marketing.

We use trusted service providers to run the station and the Website. They process personal data only on our instructions and under contracts that require them to keep it secure:

• Email: Microsoft 365 (Microsoft), which hosts our station mailboxes and sends our newsletter, confirmation and acknowledgement emails; and the email host for our ldcradio.co.uk addresses (whatnowebsite.net), which holds the hello@ldcradio.co.uk and studio@ldcradio.co.uk mailboxes.
• Reply drafting: Anthropic, whose AI service Claude our directors may use to draft replies to emails and enquiries. A person checks every reply before it is sent.
• Hosting: Hostman, which hosts the server in the European Economic Area that runs the Website, our station management system and our booking page.
• Streaming: Krystal Hosting Ltd, which hosts our AzuraCast streaming server in the UK.
• Forms: Google, for DJ and presenter applications made through Google Forms.
• Messaging: WhatsApp (Meta), for messages you send to the studio on WhatsApp.
• Payments: GoCardless, which collects presenter and DJ subscriptions by Direct Debit. GoCardless is also responsible for its own processing of payment data, as described in its privacy notice.
• Invoicing and accounts: Xero, which we use to invoice advertisers and keep our accounts.

If you make a DJ hire enquiry and we put a DJ forward for your event, we also share your name, contact details and event details with that DJ, so they can confirm their availability and perform at your event.

We may also share personal data:

• with a prize provider, where needed to deliver a competition prize;
• with our professional advisers, such as accountants and lawyers;
• with regulators such as Ofcom, with the police, or with others where the law requires it or to protect the rights and safety of our listeners, volunteers or others; and
• with any organisation that takes over the running of the station, which would then have to use your data in line with this policy.

5. International transfers

Our Website and our station management and booking system run on a server hosted by Hostman in the European Economic Area, and our streaming server is hosted by Krystal in the UK. The UK recognises the European Economic Area as providing adequate protection for personal data. Some of our service providers, such as Microsoft, Google, WhatsApp (Meta), Anthropic, GoCardless and Xero, may process personal data in other countries, including the United States. Where personal data is transferred outside the UK, we make sure it is protected: either the country is covered by UK adequacy regulations (for the United States, this includes providers certified under the UK Extension to the EU-US Data Privacy Framework), or the transfer is made under safeguards approved under UK law, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

6. How long we keep your data

We keep personal data only for as long as we need it for the purpose we collected it for, and then delete it or anonymise it:

• Newsletter: while you are subscribed. If you unsubscribe, we keep a record of your email address and the date you unsubscribed so that we do not email you again. If you sign up but do not confirm your subscription, we delete your email address 30 days after we last sent you a confirmation link, and that link then stops working.
• Enquiries: 2 years after our last contact with you, unless the enquiry leads to a contract, in which case we keep it with the contract records. This applies to enquiries in our station inbox and in our email mailboxes.
• LDC Introducing bookings: 2 years after the booked show, or 2 years after we decline or you cancel a request. The IP address and browser details recorded with a request are removed after 30 days.
• DJ and presenter applications: 12 months after we make a decision on the application. If you join us as a presenter, we keep your application for as long as you present on LDC Radio.
• Presenter profiles: published while you present on LDC Radio. When you leave, we remove your profile and your playlists from the Website within 30 days and delete your profile details, photos and playlists (including any audio files you uploaded) 12 months after you leave, unless you come back before then. You can delete a playlist yourself at any time.
• Competition entries: 6 months after the winner is confirmed, and then deleted. We keep winners’ names, towns, prize details and the date they won for 2 years, to show that the competition was run fairly.
• Payment, invoicing and contract records: 6 years from the end of the financial year they relate to, as required for company and tax records.
• Texts and shout-outs to the studio: messages sent to our studio WhatsApp number and to studio@ldcradio.co.uk are deleted within 90 days, unless we need a message to deal with a complaint, a safeguarding concern or a legal matter, in which case we keep it with that record for as long as that takes.
• Streaming server logs: up to 60 days, after which they are deleted. The weekly device codes described in “Listening to the live stream” are deleted after 8 weeks. The listener totals we keep contain no IP addresses or other details that identify you.
• Complaints about our programmes: we keep recordings of our output for 42 days after broadcast, as our broadcasting licence requires, and longer where a complaint about that programme is still being dealt with by us or by Ofcom. We keep complaints and our replies for 2 years after the complaint is closed.

7. How we keep your data secure

We use appropriate technical and organisational measures to protect personal data, including encrypted connections, access limited to the people at LDC Radio who need it, and individual accounts for the people who use our systems. No system is completely secure, but if a data breach is likely to put your rights at risk, we will tell you and, where required, the Information Commissioner’s Office.

8. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you and receive a copy of it;
• have inaccurate data corrected and incomplete data completed;
• have your data erased in certain circumstances;
• restrict how we use your data in certain circumstances;
• object to our use of your data where we rely on legitimate interests, and to direct marketing at any time;
• data portability: receive data you gave us in a commonly used electronic format, or have it sent to another organisation, where we process it by consent or contract and by automated means; and
• withdraw consent at any time, where we rely on consent.

We do not make decisions about you based solely on automated processing.

To use any of these rights, email hello@ldcradio.co.uk or write to us at the address below. We may need to ask for information to confirm your identity. There is normally no charge. We will respond within one month, or tell you within that month if we need up to two more months because your request is complex.

9. Complaints

If you are unhappy with how we have used your personal data, please contact us first at hello@ldcradio.co.uk so we can try to put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection: ico.org.uk/make-a-complaint, or by phone on 0303 123 1113.

10. Children

The Website is for a general audience and anyone can listen to LDC Radio. Our newsletter and forms are not intended for children under 16, and we do not knowingly collect personal data from them for marketing. You must be 16 or over to apply to present a show, to book a guest slot on LDC Introducing or to sign a presenter agreement. If you are 16 or 17, a parent or guardian must agree before we confirm an LDC Introducing slot or you sign a presenter agreement, and we will ask for their contact details. Competitions are open to people aged 18 or over unless the competition says otherwise. If you believe a child under 16 has given us personal data, please contact us and we will delete it. See also our Safeguarding policy.

11. Other websites and services

The Website links to other websites and services, including social media, the app stores, Google Forms and embedded players. This policy does not cover them; please read their own privacy policies.

Our mobile apps, “LDC Radio 97.8FM” for iPhone and Android, are covered by this policy. In our app store listings we have declared that the apps do not collect personal data. When you listen live through an app, your device connects to our streaming server in the same way as on the Website, as explained in “Listening to the live stream” above. If you contact us from within an app, for example by email or WhatsApp, we use what you send as described in this policy. The apps are published on Google Play by Leeds Dance Community Radio Ltd and on the App Store by one of our directors on behalf of the station, and Leeds Dance Community Radio Ltd is responsible for them either way. Apple and Google are responsible for their own processing when you download apps from their stores.

12. Changes to this policy

We will update this policy when the way we use personal data changes, for example before we add analytics. The date at the top of this page shows when it was last updated. If we make a significant change that affects how we use data you have already given us, we will tell you, for example by email.

13. Contact us

This Privacy Policy was last updated on 1 October 2026.