Legal

Data Protection of Participant Information

Effective: 1 July 2026

1. Introduction

SEE Change Happen Ltd, producer of the Inclusion Bites podcast, is committed to protecting the privacy, dignity and security of the people who take part in the show. This policy explains how we collect, use, store and protect personal data relating to guests, applicants and contributors. It should be read alongside our Privacy Policy, and supports our compliance with UK GDPR and the Data Protection Act 2018.

2. Scope

This policy applies to personal data we collect or receive in connection with planning, recording, producing, publishing and promoting podcast episodes, and administering guest applications and participation — whether provided directly by you or by an organisation arranging your appearance.

3. Personal data we may collect

name and contact details, such as email address and telephone number;
professional information, such as job title, organisation and sector;
your guest application, biography and the topics you wish to discuss;
audio and video recordings, transcripts and images for publication;
feedback, testimonials and any questions or comments you submit;
technical participation data from recording and scheduling platforms.

4. Special category data

Because our conversations explore identity and belonging, the information you share may include special category data — relating to health, disability, neurodivergence, religion or belief, racial or ethnic origin, sexual orientation or gender identity. We process this only where necessary and relevant, and only where we have both a lawful basis under Article 6 and a condition under Article 9 of UK GDPR — usually your explicit consent. Please share sensitive information only where it's relevant to your participation.

5. How we use participant data

planning, recording, producing and publishing episodes;
communicating with you before, during and after recording;
providing joining instructions, show notes, transcripts and promotional materials;
responding to your questions, feedback or concerns;
evaluating and improving the quality and impact of the show;
maintaining business records and meeting legal obligations.

6. Lawful bases

We rely on contract, legitimate interests (producing and promoting the podcast), consent (recording, publication, testimonials and marketing) and legal obligation. Where we rely on consent you may withdraw it at any time, without affecting processing already carried out.

7. Recordings, images & testimonials

By taking part, you agree that your episode — including your name, voice, image and words — will be published and distributed publicly. We will not use identifiable images, recordings, quotes or testimonials for other promotional purposes without appropriate permission, and we'll always be clear in advance about how a recording will be used.

8. Sharing your data

We never sell or rent participant data. We share it only where necessary with providers who help us deliver the show — recording and hosting platforms (such as Riverside.fm), podcast distributors, scheduling, email and form tools, cloud storage and IT providers, and our professional advisers. We expect them to apply appropriate security and to process data only for agreed purposes.

9. Data security & retention

We protect data with restricted, need-to-know access, secure storage, access controls and regular review of our practices. We keep data only as long as necessary: application and correspondence records typically up to 24 months after last contact; feedback and evaluation data up to 24 months; financial and business records up to 6 years; and published episode content for as long as the episode remains available.

10. Your rights & international transfers

You may have the right to access, correct, delete or restrict your data, to object to processing, to data portability, and to withdraw consent. Some providers we use may process data outside the UK, in which case we take reasonable steps to ensure appropriate safeguards. You can complain to the Information Commissioner's Office at ico.org.uk.

11. Data breaches, updates & contact

If we become aware of a personal data breach affecting participant information, we will assess the risk and take appropriate action, including notification where required. We may update this policy from time to time; the latest version will appear here. Questions or requests? Email jo.lockwood@seechangehappen.co.uk.