{"id":305,"date":"2022-07-09T21:41:40","date_gmt":"2022-07-09T20:41:40","guid":{"rendered":"https:\/\/martlesham.suffolkscouts.org.uk\/?page_id=305"},"modified":"2022-11-27T21:51:52","modified_gmt":"2022-11-27T21:51:52","slug":"data-retention-policy","status":"publish","type":"page","link":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/member-resources\/data-retention-policy\/","title":{"rendered":"Data Retention Policy"},"content":{"rendered":"\n

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<\/sup>\u00a0Martlesham Scout Group, including the Beavers, Cubs, Scouts, Volunteers, Parents\/Guardians, regardless of the medium in or on which the data is held.<\/p>\n\n\n\n

<\/p>\n\n\n\n

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.\u00a0<\/p>\n\n\n\n

<\/p>\n\n\n\n

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.<\/p>\n\n\n\n

<\/p>\n\n\n\n

The retention periods set out in this policy cover data routinely collected and stored by 1st<\/sup>\u00a0Martlesham Scout Group. Any other personal data required for ad hoc purposes will be destroyed as soon as it is no longer necessary.<\/p>\n\n\n\n

<\/p>\n\n\n\n

1       Young Person <\/h1>\n\n\n\n
Data Process<\/strong><\/td>Data Type<\/strong><\/td>Retention<\/strong><\/td>Justification<\/strong><\/td><\/tr>
Pre Join Enquires<\/strong><\/td>Personal Data<\/td>1 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.<\/td>To place them on the waiting list for a place and keep them informed of progress<\/td><\/tr>
Joining<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>2 year after the Young Person leaves.<\/td>For enquiries on membership and to assist re-joining <\/td><\/tr>
Events<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>2 months after event(N.B any consent provided for photos and videos will be kept with the Personal data and Consent records)<\/td>Required for enquiries on the event and responding to incidents<\/td><\/tr>
Safeguarding<\/strong><\/td>N\/A \u2013 see Scout Association Safeguarding policy<\/td><\/td><\/td><\/tr>
Safety Accident Reports<\/strong><\/td>Personal and Sensitive Data<\/td>Until 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.<\/td>Legal claims raised against the incident<\/td><\/tr>
Badge \/ Training Records<\/strong><\/td>Personal Data<\/td>2 Years after the Young Person leaves<\/td>Required for any re-joins to connect them back to their training records<\/td><\/tr>
Attendance Register<\/strong><\/td>Personal Data<\/td>2 years<\/td>Required for annual review of register <\/strong>attendance <\/td><\/tr>
Photos & Video<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>Indefinite, or until the subject requests deletion<\/td>This 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. <\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

2       Parent & Guardian<\/h1>\n\n\n\n
Data Process<\/strong><\/td>Data Type<\/strong><\/td>Retention<\/strong><\/td>Justification<\/strong><\/td><\/tr>
Pre Join Enquires<\/strong><\/td>Personal Data<\/td>Until the Young Person is offered a place, withdraws their application, or reaches the age of 14, whichever is sooner.<\/td>Required for placing Young Person on a joining list for a place<\/td><\/tr>
Joining<\/strong><\/td>Personal and sensitive data (special category)<\/td>2 years after the Young Person leaves.<\/td>For enquiries on membership and to assist re-joining <\/td><\/tr>
Events<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>2 months after event(N.B any consent provided for photos and videos will be kept with the Personal data and Consent records)<\/td>Required for enquiries on the event and responding to incidents<\/td><\/tr>
Safeguarding<\/strong><\/td>N\/A \u2013 see Scout Association Safeguarding policy<\/td><\/td><\/td><\/tr>
Safety Accident Reports<\/strong><\/td>Personal and Sensitive Data<\/td>Until the Young Person is 25 or Legal claims raised against the 3 years, whichever is greater. Accident records maybe be shared with Scout UK.<\/td>Legal claims raised against the incident<\/td><\/tr>
Accounting<\/strong><\/td>Personal Data<\/td>6 Years from the end of the accounting period during which any transaction took place.<\/td>Required by charity reporting and accounting regulations. <\/td><\/tr>
Complaints<\/strong><\/td>Personal and sensitive data (special category)<\/td>1 year after the complaint has been resolved\/concluded<\/td>To enable the complaint to be dealt with and to allow for any follow up.<\/td><\/tr>
Photos & Video<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>Indefinite, or until the parent\/guardian requests deletion<\/td>This 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.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

3       Adult Volunteers<\/h1>\n\n\n\n
Data Process<\/strong><\/td>Data Type<\/strong><\/td>Retention<\/strong><\/td>Justification<\/strong><\/td><\/tr>
Pre Join Enquires<\/strong><\/td>Personal Data<\/td>1 Year after enquiry or until adult volunteer is offered a position whichever is shorter.<\/td>To proves their enquiry and keep them informed of progress <\/td><\/tr>
Joining<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>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.<\/td>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 agencies<\/td><\/tr>
Adult Information Form<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>12 months or until approval checks and \u201cGetting started\u201d training is complete, whichever is shortest<\/td>Required to assist in the appointment process<\/td><\/tr>
Identity Checking Form<\/strong><\/td>Personal Data<\/td>Until ID data has been submitted to DBS\/PVG and the vetting process is complete<\/td>Required to verify that the identity has been checked. <\/td><\/tr>
Events<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>2 months after event(N.B any consent provided for photos and videos will be kept with the Personal data and Consent records)<\/td>Required for enquiries on the event and responding to incidents<\/td><\/tr>
Safeguarding<\/strong><\/td>N\/A \u2013 see Scout Association Safeguarding policy<\/td><\/td><\/td><\/tr>
Safety Accident Reports<\/strong><\/td>Personal and Sensitive Data<\/td>Until the Young Person is 21 or Legal claims raised against the 3 years, whichever is greater. Accident records maybe be shared with Scout UK.<\/td>Legal claims raised against the incident<\/td><\/tr>
Accounting<\/strong><\/td>Personal Data<\/td>6 Years from the end of the accounting period during which any transaction took place.<\/td>Required by charity reporting and accounting regulations. <\/td><\/tr>
Complaints<\/strong><\/td>Personal and sensitive data (special category)<\/td>1 year after the complaint has been resolved\/concluded<\/td>To enable the complaint to be dealt with and to allow for any follow up.<\/td><\/tr>
Insurance<\/strong><\/td>Personal Data<\/td>6 Years from the end of the accounting period during which the insurance schedule was purchased<\/td>Required by charity reporting and accounting regulations.<\/td><\/tr>
Photos & Video<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>Indefinite, or until the adult volunteers requests deletion<\/td>This 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. <\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

4\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Donors<\/h1>\n\n\n\n

<\/p>\n\n\n\n

Data Process<\/strong><\/td>Data Type<\/strong><\/td>Retention<\/strong><\/td>Justification<\/strong><\/td><\/tr>
Individual Givers<\/strong><\/td>Personal Data<\/td>1 Year<\/td>To Keep informed about donation<\/td><\/tr>
Individual Givers<\/strong><\/td>Gift Aid Declaration<\/td>6 Years from the end of the accounting period during which any transaction took place.<\/td>HMRC Tax Audit<\/td><\/tr>
Individual Givers<\/strong><\/td>Direct Debit Mandate<\/td>6 years after the end of the year or accounting period that includes the last Direct Debit<\/td>As proof of Direct Debit Instruction (DDI) and to assist in claims against that DDI<\/td><\/tr>
Partnerships<\/strong><\/td>Personal Data<\/td>3 Years<\/td>To answer queries on the donations and maintain a record of partner donors<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

5       Suppliers<\/h1>\n\n\n\n
Data Process<\/strong><\/td>Data Type<\/strong><\/td>Retention<\/strong><\/td>Justification<\/strong><\/td><\/tr>
Supplier Information<\/strong><\/td>Personal Data<\/td>2 Years policy applies after the warranty expires.  <\/td>To be kept in case a warranty claim needs to be made<\/td><\/tr>
Safety Accident Reports<\/strong><\/td>Personal and Sensitive Data<\/td>Under 18 – Until the Young Person is 25 or Legal claims raised against the 3 years, whichever is greaterAdult Members \u2013 3 Years Accident records maybe be shared with Scout UK.<\/td>Legal claims raised against the incident<\/td><\/tr>
Photos & Video<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>Indefinite, or until the user requests deletion<\/td>This 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.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

6       Hall Users & Hires<\/h1>\n\n\n\n
Data Process<\/strong><\/td>Data Type<\/strong><\/td>Retention<\/strong><\/td>Justification<\/strong><\/td><\/tr>
Hall users and Hires<\/strong><\/td>Personal Data<\/td>1 Years policy after hall user or hires ends. *If a donation is received see the donation section.<\/td>To be kept if a claim or complaint or danger caused to the Scout HQ. <\/td><\/tr>
Complaints<\/strong><\/td>Personal and sensitive data (special category)<\/td>1 year after the complaint has been resolved\/concluded<\/td>To enable the complaint to be dealt with and to allow for any follow up.<\/td><\/tr>
Donations<\/strong><\/td>Personal Data<\/td>6 Years from the end of the accounting period during which any transaction took place.<\/td>Required by charity reporting and accounting regulations.<\/td><\/tr>
<\/td>Gift Aid Declaration<\/td>6 Years from the end of the accounting period during which any transaction that took place.<\/td>HMRC Tax Audit<\/td><\/tr>
Safety Accident Reports<\/strong><\/td>Personal and Sensitive Data<\/td>Under 18 – Until the Young Person is 25 or Legal claims raised against the 3 years, whichever is greaterAdult Members or Adult Visitors\u2013 3 Years Accident records maybe be shared with Scout UK.<\/td>Legal claims raised against the incident<\/td><\/tr>
Photos & Video<\/strong><\/td>Personal andSensitive Data (Special Category)<\/td>Indefinite, or until the user requests deletion<\/td>This 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.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

7       Version Control<\/h1>\n\n\n\n
Date<\/td>Version<\/td>Change<\/td>Issued By<\/td>Reviewed By<\/td><\/tr>
27\/08\/2022<\/td>Issue 1<\/td>New Data Retention Policy<\/td>Lee Hodgson<\/td>Exec Committee<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n","protected":false},"excerpt":{"rendered":"

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\u00a0Martlesham 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 […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":139,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"class_list":["post-305","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/pages\/305","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/comments?post=305"}],"version-history":[{"count":4,"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/pages\/305\/revisions"}],"predecessor-version":[{"id":355,"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/pages\/305\/revisions\/355"}],"up":[{"embeddable":true,"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/pages\/139"}],"wp:attachment":[{"href":"https:\/\/martlesham.suffolkscouts.org.uk\/index.php\/wp-json\/wp\/v2\/media?parent=305"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}