Data Retention Policy

1st Wellesbourne Scout Group, Warwick District

The policy is segregated into the different types of data subjects. Each section then specifies the data processes used for each of the data sets.

Young people

Data Process Data Type Retention Justification
Pre join enquiries Personal data 3 Years after enquiry 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 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 reclamation

Adult volunteers

Data Process Data Type Retention Justification
Pre join enquiries Personal data 2 years 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 3 years after enquiry or until

young person

joins

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

Data Process Data Type Retention Justification
Individual Givers 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

 

 

Notes:

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.