Data Retention Policy

12th West Lothian (Knightsridge) Scout Group

 Young people

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal data1 Year after enquiry or until young person joins, whichever is shorterRequired for placing individual on a waiting list for a place
JoiningPersonal and Sensitive data (special category)2 Years after the young person leavesRequired for enquiries on membership
EventsPersonal and Sensitive data (special category)2 months after eventRequired for enquiries on the event and responding to incidents
SafeguardingNA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal and Sensitive dataUntil the young person is 21 or 3 years, whichever is greater  Legal claims raised against the incident
Training recordsPersonal data2 Years after the young person leavesRequired for any re-joins to connect them back to their training records
Attendance registerPersonal data18 monthsRequired to complete annual registration review Required to prove attendance for Gift Aid reclamation
HQ Youth award registrationsPersonal and Sensitive data (special category including citation)6 months after the award completionTo retain their award registrations for the duration of the eligibility period
HQ Youth award completionsPersonal data and Sensitive data (special category including citation)6 months after the award completion HQ will retain the data permanently for basic data; name, county, award, membership number, completion dateTo retain their award registrations for the duration of the eligibility period Historic record of award completions

Adult volunteers

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal data1 Year after enquiry or until adult volunteer joinsRequired for placing individual on a waiting list for a place
JoiningPersonal and Sensitive data (special category)2 Years after the adult volunteer leavesRequired for enquiries on membership
Adult Information FormPersonal and Sensitive data (special category)12 months or until approval checks and “Getting started” training is complete, whichever is shortestRequired to assist in the appointment process
Identity 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 and Sensitive data (special category)2 months after eventRequired for enquiries on the event and responding to incidents
SafeguardingNA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal and Sensitive dataUntil the adult volunteer is 21 or 3 years, whichever is greater  Legal claims raised against the incident
Training recordsPersonal data2 Years after the young person leavesRequired for any re-joins to connect them back to their training records
Appointments Advisory Committee notesPersonal data18 monthsRequired to review any training needs of adult volunteers
Adult award registrationsPersonal and Sensitive data (special category including citation)6 months after the award completionTo retain their award registrations for the duration of the eligibility period
Adult award completionsPersonal data and Sensitive data (special category including citation)6 months after the award completion HQ will retain the data permanently for basic data; name, county, award, membership number, completion dateTo retain their award registrations for the duration of the eligibility period Historic record of award completions

Parents

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal data1 Year after enquiry or until young person joinsRequired for placing individual young person on a waiting list for a place
JoiningPersonal data2 Years after the young person leavesRequired for enquiries on membership
One off eventsPersonal data2 months after eventRequired for enquiries on the event and responding to incidents
SafeguardingNA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal dataUntil the young person is 21 or 3 years, whichever is greater  Legal claims raised against the incident

Donors

Data ProcessData TypeRetentionJustification
Individual GiversPersonal Data1 YearTo keep you informed of your donation
Individual Givers Gift aid declaration 6 Years after donation HMRC Tax Audit
Individual Givers Direct debit mandate 6 Years after last Direct DebitAs proof of Direct Debit Instruction (DDI) and to assist in claims against that DDI

Notes:

Where possible, personal and sensitive (special category) data will be anonymised as soon as appropriate if to be retained for analysis or statistical purposes.

The retention of safeguarding data is handled by The Scout Association as part of the safeguarding policies and no data should be retained locally. This should be in line with The Scout Association ‘Young People First’, ‘Yellow Card’ https://members.scouts.org.uk/documents/supportandresources/Safeguarding/CP%20Procedures%20Final%20Elec.pdf.

Any incidents that have required medical intervention will be reported to The Scout Association for alignment to an incident category and to manage the process.