We are excited to be looking at starting a Squirrels Section. For more information see the post about Joining the Squirrel Adventure

Retention Policy

Purpose

This is the Data Retention Policy of 1st Burnham-on-Sea Scout Group, the Group is the registered charity (305617).

Scope

This policy covers all data in the possession or control of the Group regardless of the medium in or on which those data are held. Where statute or regulation departs from the requirements of this policy, the Group will comply with the relevant statute or regulation. This policy may be updated from time to time.

Policy

Personal data

Personal data retention is governed by current Data Protection legislation. The data must be kept accurate, up to date and retained for no longer than is necessary for the purpose for which they were obtained. Detail of retention periods can be found in Annex A – Retention periods.

Lawful purpose for processing

Where personal data is processed using the lawful basis of legitimate interest or consent, the data subject has a number of rights that they can exercise over this data, such as delete or rectify. In these situations we will clearly sign post how to either withdraw consent or challenge the legitimate interest, that has been assessed, commonly known as ‘opt out’. Where appropriate the data subject should be informed every 2 years of the consent or legitimate interest being used to process their data with an option to update this preference. A formal retention period for data processing based on consent has not been defined in this policy and is assumed as permanent until the data subject exercises their rights to cease the processing activity.

Examples of processing covered by this statement are subscribers to newsletters, photograph consents and marketing communications.

Data Process Data Type Retention Justification
Want to Join Personal data 1 year after enquiry or until member joins, whichever is shorter. After a Year all will be contacted to ask if they want to remain on the list. To keep them informed of their joining status
Joining – including the role and dates of joining Personal and Sensitive data (special category) 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 100 years retention of data is required for evidence requests from statutory agencies
Youth award registrations Personal and Sensitive data (special category including citation) 6 months after the member turns 25 To retain their award registrations for the duration of the eligibility period
Youth award completions Personal data and Sensitive data (special category including citation) Permanent for basic data; name, county, award, membership number, completion date Historic record of award completions
Research surveys Personal and Sensitive data (special category) 18 months To keep a collation of completing members and compare answers from the previous year
Scouts Experience Survey Personal and Sensitive data (special category) 15 Years To keep a collation of completing members and compare answers from the previous years
Incident – personal injury (including sexual abuse/psychological damage) Personal and Sensitive data (special category) 4 years after incident, or 4 years after alleged victim turns 18 if later Fight a case – Limitation act 1980
Incident – not involving personal injury Personal and Sensitive data (special category) 7 years after incident, or 7 years after alleged victim turns 18 if later Fight a case – Limitation act 1980

Data Process Data Type Retention Justification
Individual Givers Personal Data 5 years post last donation To keep an individual informed of their donation and other fundraising campaigns
Gift aid declaration 6 years after the end of the year or accounting period that includes the last donation HMRC Tax Audit
Direct debit mandate 6 years after the end of the year or accounting period that includes the last Direct Debit As proof of Direct Debit Instruction (DDI) and to assist in claims against that DDI
Partnerships Personal Data 3 Years To answer queries on the donations and maintain a record of partner donors

Data Process Data Type Retention Justification
Ad-hoc events Personal and Sensitive data (special category) 2 months after event. Scouting Young People attendance records will be retained for 100 years Required for enquiries on the event and responding to incidents. The 100 years retention of data is required for evidence requests from statutory agencies
Annual events Personal and Sensitive data (special category) 18 months after event for personal data, 2 months after event for sensitive data (special category). Scouting Young People/Adult Leaders attendance records will be retained for 100 years To re-invite the guests to the same event in the following year. The 100 years retention of data is required for evidence requests from statutory agencies
International events Personal and Sensitive data (special category) 5 years after event for personal data, 2 months after event for sensitive data (special category). Scouting Young People attendance records will be retained for 100 years To re-invite the guests to the same event at the next cycle, which are every 4 years. The 100 years retention of data is required for evidence requests from statutory agencies

Data Process Data Type Retention Justification
Hall Hire attendee Personal data 18 months after last booking Required for enquiries on purchases
Transaction data 6 Years after the end of the tax year for that purchase HMRC Tax Audit
Prospect customers – enquiries Personal data 18 months after enquiry To keep in communication with the enquirer
 

Edition: January 2021