GDPR Retention Periods and Data Audit Form Retention Period (years) How we use the data Who is responsible for collecting this Information shared outside the setting Where kept? Does it leave the site? Measures to safeguard Information How is the data destroyed? 1-2-1 forms 2 Record performance M With Managerial team Locked cabinet Y Kept in a house and returned daily Shredded Application forms - Children Until Child starts To contact before start date A No Locked cabinet Y Kept in a house and returned daily Shredded Application forms – Parents Until child starts/no longer needs a place To contact before start date A No Locked cabinet Y Kept in a house and returned daily Shredded Accident form 25 Record accidents A If required by law, with consent Locked cabinet N Shredded Child protection form 20+ Record and share CP issues M With other professionals Locked cabinet N Shredded Expense forms 7 M SL Additions SL Additions Y Kept in a house and returned daily Shredded EYFS monitoring sheet Until child leaves Record areas observations A With other professionals with consent With Dev matters docs Y Kept in a house and returned daily Shredded EYPP tracker Until child leaves A No Locked cabinet N Shredded Financial forms 7 Purchases, payments & forecasting M SL Additions Locked cabinet N Shredded Funding forms PCC 3 With PCC M & DM Locked cabinet Y Kept in a house and returned daily Shredded Health and allergy info - snack Until child leaves Identify individual needs HS No Locked cabinet Y Kept in a house and returned daily when required Shredded
Health care plan 25 Record individual medications KP No Locked cabinet N Shredded Home visit risk assessment 6 months KP No Locked cabinet N Shredded Incident form 25 Record incidents A Locked cabinet N Shredded Progress Tracker 1 Track individual progress KP/M Other professionals with consent Locked cabinet Y Kept in a house and returned daily Shredded Medication record 25 M/KP No Locked cabinet N Shredded Nappy changing sheet and rota 6 months To record changes A RIDDOR insurance, health & safety if required Locked cabinet N Shredded Occasional outings form 2 Names and places of visits A As above Locked cabinet N Shredded Personal details form 2 after leaving Record staff and committee personal details M/DM As above Locked cabinet Y Kept in a house and returned daily Shredded Record of absences 2 Record staff absences M As above Locked cabinet N Shredded Record of absences – individual When child leaves Assess absences KP Locked cabinet Y Kept in a house and returned daily Shredded Registration forms 3 Record contacts etc KP Y Kept in a house and returned daily Shredded Safeguarding forms M Shredded Transition to school documents 2 months after child leaves To inform on Tapestry feeder schools of individual progress and character M/KP Feeder school Y Kept in a house and returned daily Shredded Interview notes 6 months or until employed staff leave M/DM N Shredded
electronically Request for SEN funding 3 Request funding SEN Local authority Y Kept in a house and returned daily Shredded NEF 3 M Shredded TBK 2 months after child leaves To assess speech and language KP LA and feeder schools Y Kept in a house and returned daily Shredded TAC files 5-25 Record meetings KP Other professionals Y To meetings, returned and signed back in Shredded Complaints 6 after complaint resolved Record parents dissatisfaction M/C LA Ofsted N Shredded Collection book 3 Authorise collection A N Shredded Policies 3 + current year Detail our procedures M/C LA Ofsted Y To meetings, returned and signed back in Shredded Visitor book 6 + current year Record visitors M N Shredded Photos of staff -Display destroyed when staff leave -personal details and tapestry 3 -yellow diary given to child when leaving use until updated -home Share who are staff are and qualifications M/DM Public display in setting Shredded
visit pack photo reminders given to Keychild’s family -welcome pack until updated or new staff begin Home Injury Book 25 Record injuries outside the setting No unless CP Issue Locked cabinet N N/A Shredded Parent information board individual needs Only when relevant Parents wishes No Large cupboard N N/A Shredded Charity Commission Until member leaves and is replaced To record who is a current committee member M No Locked cabinet N Shredded Ofsted (Committee) As above As above M No Locked cabinet N Shredded NB:- Once time of retention lapses all documentation will be shredded Key: M – Manager DM – Deputy Manager A – All staff HS – Health and Safety KP – Key Person C – Committee