Data Retention Policy
Please find below the data retention periods for 1st Stretford (Longford) Scout Group:
Young people
Data Process | Data Type | Retention | Justification |
Pre join enquiries | Personal data | Until young persons falls out of waiting list criteria or until young person joins, whichever is shorter | Required for placing individual on a waiting list for a place |
Joining | Personal and Sensitive data (special category) | 2 Years after the young person leaves | Required for enquiries on membership |
Events | Personal and Sensitive data (special category) | 2 months after event | Required for enquiries on the event and responding to incidents |
Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
Incident – No medical intervention | Personal and Sensitive data | Until the young person is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
Training (Badge) records | Personal data | 2 Years after the young person leaves | Required for any re-joins to connect them back to their training records |
Attendance register | Personal data | 18 months | Required to complete annual registration review
Required to prove attendance for Gift Aid reclaimation |
Adult volunteers
Data Process | Data Type | Retention | Justification |
Pre join enquiries | Personal data | 1 Year after enquiry or until adult volunteer joins | Required for placing individual on a waiting list for a place |
Joining | Personal and Sensitive data (special category) | 2 Years after the adult volunteer leaves | Required for enquiries on membership |
Adult Information Form | Personal and Sensitive data (special category) | 12 months or until approval checks and “Getting started” training is complete, whichever is shortest | Required to assist in the appointment process |
Identity Checking Form | Personal data | Until ID data has been submitted to DBS/PVG and the vetting process is complete | Required to verify that the identity has been checked. |
Events | Personal and Sensitive data (special category) | 2 months after event | Required for enquiries on the event and responding to incidents |
Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
Incident – No medical intervention | Personal and Sensitive data | Until the adult volunteer is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
Training records | Personal data | 2 Years after the young person leaves | Required for any re-joins to connect them back to their training records |
Appointments Advisory Committee notes | Personal data | 18 months | Required to review any training needs of adult volunteers |
Parents
Data Process | Data Type | Retention | Justification |
Pre join enquiries | Personal data | Until young persons falls out of waiting list criteria or until young person joins, whichever is shorter | Required for placing individuals young person on a waiting list for a place |
Joining | Personal data | 2 Years after the young person leaves | Required for enquiries on membership |
One off events | Personal data | 2 months after event | Required for enquiries on the event and responding to incidents |
Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
Incident – No medical intervention | Personal data | Until the young person is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
Donors – Individual Givers
Data Type | Retention | Justification |
Personal Data | 1 Year | To keep you informed of your donation |
Gift aid declaration | 6 Years after donation | HMRC Tax Audit |
Direct debit mandate | 6 Years after last Direct Debit | As proof of Direct Debit Instruction (DDI) and to assist in claims against that DDI |
Where possible, personal and sensitive (special category) data should be anonymised as soon as appropriate if to be retained for analysis or statistical purposes.
The retention of safeguarding data is handled by the Scouts UK headquarters as part of the safeguarding procedures and no data should be retained locally. This should be in line with the Scouts ‘Young People First’; District Commissioner Procedures.
Any incidents that have required medical intervention should be reported to the Scouts Information Centre for alignment to an incident category and to manage the process.