Data Retention Policy This Data Retention Policy aims to specify 1st Martlesham Scout Group guidelines for retaining different types of data and for how long. It covers all data held by 1st Martlesham Scout Group, including the Beavers, Cubs, Scouts, Volunteers, Parents/Guardians, regardless of the medium in or on which the data is held. Where statute or regulation departs from the requirements of this policy, 1st Martlesham Scout Group will comply with the relevant statute or regulation. This policy will be reviewed annually. Personal data retention is governed by current Data Protection legislation. Data must be accurate, kept up to date and retained for no longer than is necessary for the purpose for which it was obtained. Details of retention periods are set out in the tables below. The retention periods set out in this policy cover data routinely collected and stored by 1st Martlesham Scout Group. Any other personal data required for ad hoc purposes will be destroyed as soon as it is no longer necessary. 1 Young Person Data ProcessData TypeRetentionJustificationPre Join EnquiresPersonal Data1 year after enquiry or until a member joins, whichever is the shorter.After 1 year review if this information is accurate and still required with the parent/guardian and still wants to stay on the waiting list if no space is available.To place them on the waiting list for a place and keep them informed of progressJoiningPersonal andSensitive Data (Special Category)2 year after the Young Person leaves.For enquiries on membership and to assist re-joining EventsPersonal andSensitive Data (Special Category)2 months after event(N.B any consent provided for photos and videos will be kept with the Personal data and Consent records)Required for enquiries on the event and responding to incidentsSafeguardingN/A – see Scout Association Safeguarding policySafety Accident ReportsPersonal and Sensitive DataUntil the Young Person is 25 or Legal claims are raised against the 3 years, whichever is greater. Accident records maybe be shared with Scout UK.Legal claims raised against the incidentBadge / Training RecordsPersonal Data2 Years after the Young Person leavesRequired for any re-joins to connect them back to their training recordsAttendance RegisterPersonal Data2 yearsRequired for annual review of register attendance Photos & VideoPersonal andSensitive Data (Special Category)Indefinite, or until the subject requests deletionThis makes up the permanent record and history of the Group. The photos may already be in the public domain and may not be able to remove. 2 Parent & Guardian Data ProcessData TypeRetentionJustificationPre Join EnquiresPersonal DataUntil the Young Person is offered a place, withdraws their application, or reaches the age of 14, whichever is sooner.Required for placing Young Person on a joining list for a placeJoiningPersonal and sensitive data (special category)2 years after the Young Person leaves.For enquiries on membership and to assist re-joining EventsPersonal andSensitive Data (Special Category)2 months after event(N.B any consent provided for photos and videos will be kept with the Personal data and Consent records)Required for enquiries on the event and responding to incidentsSafeguardingN/A – see Scout Association Safeguarding policySafety Accident ReportsPersonal and Sensitive DataUntil the Young Person is 25 or Legal claims raised against the 3 years, whichever is greater. Accident records maybe be shared with Scout UK.Legal claims raised against the incidentAccountingPersonal Data6 Years from the end of the accounting period during which any transaction took place.Required by charity reporting and accounting regulations. ComplaintsPersonal and sensitive data (special category)1 year after the complaint has been resolved/concludedTo enable the complaint to be dealt with and to allow for any follow up.Photos & VideoPersonal andSensitive Data (Special Category)Indefinite, or until the parent/guardian requests deletionThis makes up the permanent record and history of the Group. The photos may already be in the public domain and may not be able to remove. 3 Adult Volunteers Data ProcessData TypeRetentionJustificationPre Join EnquiresPersonal Data1 Year after enquiry or until adult volunteer is offered a position whichever is shorter.To proves their enquiry and keep them informed of progress JoiningPersonal andSensitive Data (Special Category)10 years after leaving the data will be reduced to only include name, date of birth, awards, training records, events attended, roles and permits held and any complaints in summary format. This remaining data will be retained for 100 years.The 10-year retention of all data is required to provide tenure and service records in the event anindividual wants to rejoin. The 100 years retention of data isrequired for evidence requests from statutory agenciesAdult Information FormPersonal andSensitive Data (Special Category)12 months or until approval checks and “Getting started” training is complete, whichever is shortestRequired to assist in the appointment processIdentity Checking FormPersonal DataUntil ID data has been submitted to DBS/PVG and the vetting process is completeRequired to verify that the identity has been checked. EventsPersonal andSensitive Data (Special Category)2 months after event(N.B any consent provided for photos and videos will be kept with the Personal data and Consent records)Required for enquiries on the event and responding to incidentsSafeguardingN/A – see Scout Association Safeguarding policySafety Accident ReportsPersonal and Sensitive DataUntil the Young Person is 21 or Legal claims raised against the 3 years, whichever is greater. Accident records maybe be shared with Scout UK.Legal claims raised against the incidentAccountingPersonal Data6 Years from the end of the accounting period during which any transaction took place.Required by charity reporting and accounting regulations. ComplaintsPersonal and sensitive data (special category)1 year after the complaint has been resolved/concludedTo enable the complaint to be dealt with and to allow for any follow up.InsurancePersonal Data6 Years from the end of the accounting period during which the insurance schedule was purchasedRequired by charity reporting and accounting regulations.Photos & VideoPersonal andSensitive Data (Special Category)Indefinite, or until the adult volunteers requests deletionThis makes up the permanent record and history of the Group. The photos may already be in the public domain and may not be able to remove. 4 Donors Data ProcessData TypeRetentionJustificationIndividual GiversPersonal Data1 YearTo Keep informed about donationIndividual GiversGift Aid Declaration6 Years from the end of the accounting period during which any transaction took place.HMRC Tax AuditIndividual GiversDirect Debit Mandate6 years after the end of the year or accounting period that includes the last Direct DebitAs proof of Direct Debit Instruction (DDI) and to assist in claims against that DDIPartnershipsPersonal Data3 YearsTo answer queries on the donations and maintain a record of partner donors 5 Suppliers Data ProcessData TypeRetentionJustificationSupplier InformationPersonal Data2 Years policy applies after the warranty expires. To be kept in case a warranty claim needs to be madeSafety Accident ReportsPersonal and Sensitive DataUnder 18 – Until the Young Person is 25 or Legal claims raised against the 3 years, whichever is greaterAdult Members – 3 Years Accident records maybe be shared with Scout UK.Legal claims raised against the incidentPhotos & VideoPersonal andSensitive Data (Special Category)Indefinite, or until the user requests deletionThis makes up the permanent record and history of the Group. The photos may already be in the public domain and may not be able to remove. 6 Hall Users & Hires Data ProcessData TypeRetentionJustificationHall users and HiresPersonal Data1 Years policy after hall user or hires ends. *If a donation is received see the donation section.To be kept if a claim or complaint or danger caused to the Scout HQ. ComplaintsPersonal and sensitive data (special category)1 year after the complaint has been resolved/concludedTo enable the complaint to be dealt with and to allow for any follow up.DonationsPersonal Data6 Years from the end of the accounting period during which any transaction took place.Required by charity reporting and accounting regulations.Gift Aid Declaration6 Years from the end of the accounting period during which any transaction that took place.HMRC Tax AuditSafety Accident ReportsPersonal and Sensitive DataUnder 18 – Until the Young Person is 25 or Legal claims raised against the 3 years, whichever is greaterAdult Members or Adult Visitors– 3 Years Accident records maybe be shared with Scout UK.Legal claims raised against the incidentPhotos & VideoPersonal andSensitive Data (Special Category)Indefinite, or until the user requests deletionThis makes up the permanent record and history of the Group. The photos may already be in the public domain and may not be able to remove. 7 Version Control DateVersionChangeIssued ByReviewed By27/08/2022Issue 1New Data Retention PolicyLee HodgsonExec Committee