Data Retention Policy
Members and Volunteer’s data
The retention period is applicable at the point where the relationship has finished, for example where a member has left the organisation.
| Data Process | Data Type | Retention | Justification |
|---|---|---|---|
| Want to Join | Personal Data | 1 year after enquiry or until member joins, whichever is shorter | To keep them informed of their joining status |
| Youth Members | Personal Data | Remove personal details, keeping the core contact details and name, and archived until they reach the end of their current section age: Squirrels aged 6, Beavers aged 8, Cubs aged 10 ½, Scouts aged 14. Which point all personal information will be removed and only badge record and members initials will be held on the system indefinitely. | Full details held in archive to allow for completion of any awards ceremonies or the member wishes to return after a break. Badge details and initials held on the system in case they later decide to re-join scouting in an older section. Badge records kept for analytical report generating. |
| Information about accidents and near misses | Contact details and nature of accident | 3 years after end of investigation | In case of any arising problems after the initial investigation. |
| Information about general enquirers via email | Contact information and nature of enquiry, which may contain personal data | 1 Year | To allow a digital trail on enquiries, to make sure all subject have been put to rest. |
| Information about complaints | Contact information and nature of complaint, which may contain personal data | 1 Year post resolution | To allow for any appeals processes to go through |
| Joining of adult volunteers –including the role and dates of joining | Personal and Sensitive data | Once leaving the group an adult member will be removed from our system promptly but held onto by UK Scout HQ for a further 10 years after leaving, the data will then 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 an individual wants to re-join. The 100 years retention of data is required for evidence requests from statutory agencies |
Version Number and date of last review
VERSION 2 – 08/09/2023
