DOCUMENT RETENTION SCHEDULE: LICENSING & REGISTRATION REF NO. DESCRIPTION RECORD TYPE RETENTION PERIOD ACTION AT END OF RETENTION PERIOD RETENTION JUSTIFICATION CONTAINS PERSONAL INFORMATION LI1 Licensing Act 2003 Premises licences Club premises certificates Personal licences Temporary event notices Retain whilst current and then for 7 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused, withdrawn or not pursued. Deletion of electronic record and any accompanying electronic documents. (Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 7 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location. Yes LI2 Premises Licences issued under the Gambling Act 2005 Premises licences Retain whilst current and then for 7 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused, or not pursued. Deletion of electronic record and any accompanying electronic documents. (Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 7 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location. Yes
L13 Other records issued under the Gambling Act 2005 Notifications of gaming machines Gaming permits Small society lottery registrations Occasional and temporary use notices Retain whilst current and then for 2 years after, surrendered, lapsed, expired, revoked, refused, or not pursued Deletion of electronic record and any accompanying electronic documents. (Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 2 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location. The lower retention period compared to Gambling Act licenses is because there is a low risk of harm to the public from gaming machine notifications,permits and small society lotteries. Yes LI4 Taxi and Private Hire Licences Driver, vehicle and operator licences Retain whilst current and then for 7 years after surrendered, expired, suspended, revoked, refused or not pursued Deletion of electronic record and any accompanying electronic documents. (Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 7 years provides a history of any previous offences, breaches, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant. The Institute of Licensing’s Yes
document ‘ 26 April 2018, advises that applicants should have a 7 year period clear of taxi offences. LI5 Scrap Metal Dealers Licences Site and collector licences Retain whilst current and then for 7 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused, or not pursued Deletion of electronic record and any accompanying electronic documents. ( Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 7 years provides a history of any previous offences, breaches or complaints which may be relevant when determining suitability should a new application be made by the same applicant. Yes
LI6 Street Trading Consents Street Trading Consents Retain whilst current and for 7 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused or not pursued Deletion of electronic record and any accompanying electronic documents. (Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 7 years provides a history of any previous offences, breaches ,complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or same location. Yes LI7 House to House and Street Collections House to House and Street Collection Permits Retain whilst current and then for 2 years after suspended, lapsed, expired, surrendered, revoked, refused or not pursued Deletion of electronic record and any accompanying electronic documents. ( Any hard copies are securely disposed of once the application has been processed.) In the absence of formal guidance a retention period of 2 years provides a history of any previous breaches or complaints which may be relevant should a new application be made by the same applicant. The lower retention period compared to the other licensing functions is because there is low risk of harm to public from house to house and street collections Yes