Data Retention Policy

Personal data we hold

Data description

Personal data included

Stored using Retention policy

Stored using Retention policy

Responsible Officer

1. Information about our members

Contact information, appointments, training records, activity permits and awards. (Includes sensitive data, as defined)

For adult members – Compass membership management system, provided

by UK Scout Association

Retained whilst a current member. A subset of data is retained. when a membership ceases in order to support the vetting policy should the person reapply for

membership

Group Secretary

2. Information about safeguarding issues

Contact information and further information regarding the nature of any allegation, the status and outcome of the investigation

Paper, Group e mail and electronic files

Indefinitely

Group Scout Leader

3. Information about employees

Applications for positions where a candidate was unsuccessful.

Paper electronic and e mail

6 months after notifying candidate

Group Secretary

Contact details, start dates, annual leave, SOPE contract, references, copy of other relevant documentation (e.g. disciplinary letters

(Includes sensitive data as

defined)

Paper and electronic.

5 years following the employee leaving employment

Group Secretary

Contact Details, salary and pension contribution

NEST Pensions system (provided by 3rd Party)

Indefinitely

Group Secretary

 

 

information

 

 

 

Copies of right to work checks, certificates and other physical documentation provided by employees

Employment files stored in the office

5 Years following the employee leaving employment

Group Secretary

Payroll Information, including salary and other allowances, P60, P45, P11D, and

P6 notices

Financial data also held by external payroll provider

7 Years

Group Secretary

Information about accidents and near

misses

Contact details and nature of

accident

Paper form stored in

Group Office

3 years after end of

investigation

Group H&S Manager

Information about our event attendees

Name and address of group leader name, DOB, special diet and T-Shirt size of each participant

Event booking system

1 year from end of event. Aggregated summary statistics indefinitely

Event Administrator

Name and Address of group leader, name, DOB, special diet and medical condition of each

participant

Event booking system

1 year from end of event.

 

Aggregated summary statistics indefinitely

Event Administrator

Contact details, next of kin information, medical conditions and special diets.

 

(Includes sensitive data, as

defined)

Paper forms

Destroyed after event, unless medical incident and then kept for 3 years

Event Administrator

Information about general enquirers

Contact information and nature of enquiry, which may contain

personal data

Group email system

1 year

Group Secretary

Information about complaints

Contact information and nature of complaint, which

Group email system

1 year post resolution

Group Group Scout Leader

 

 

may contain personal data

 

 

 

 

 

For completeness, we also hold the following information which is not categorised as Personal Data but has the following retention policies applied:

 

 

Data description

Retention Policy

Responsible Officer

Finance – purchase ledgers, record of payments made, invoices, bank paying in counterfoils, bank statements, remittance advices, correspondence regarding donations,

bank reconciliation.

7 years

Group Treasurer

Finance – Receipt cash book and sales ledger

7 years

Group Treasurer

Finance – fixed assets register

7 years

Group

Treasurer

Finance – Deed of Covenant/Gift Aid declaration and legacies

6 years after last payment made

Group Treasurer

Buildings – Deeds of title

Indefinitely

Group Secretary

Buildings – Leases

7 years after expiry

Group Secretary

Buildings – Documentation regarding plant and machinery

Until 1 year after

disposal

Group Secretary

Buildings – records of major refurbishments, warranties, planning consent, health & Safety files

13 years after completion of project

Group Secretary

Trustee’s minutes

7 years

Group Secretary

Annual accounts and annual reports

7 years

Group Secretary

Investments and insurance policy records

7 years after disposal

Group Secretary

Insurance policies

Rolling 1

year

Group Secretary

Employer’s Liability insurance certificate

7 years

Group Secretary

Health and Safety Records

7 years

Group Secretary

Contract with customers, suppliers or agents, licensing agreements, indemnities and guarantees and other agreements or contracts

6 years after expiry or termination

Group Secretary