DOCUMENT RETENTION SCHEDULE: THE PULSE REF NO. DESCRIPTION RETENTION PERIOD ACTION AT END OF RETENTION PERIOD RETENTION JUSTIFICATION RECORD TYPE CONTAINS PERSONAL INFORMATION Pulse 1 Annual leave records Current year + 1 year Secure disposal To ensure holiday and timekeeping records are accurate and any issues resolved. Electronic and paper forms Deputy rota system Spreadsheet Leave card Yes Pulse 2 Flexi Sheets Current year + 1 year Secure disposal To ensure holiday and timekeeping records are accurate and any issues resolved. Electronic Each employee has their flexi sheet on the T drive. Manual forms These are submitted to the General Manager each month as a true record of hours completed. Yes
Pulse 3 Training Records Monthly staff training Qualifications for staff member Health and safety training and qualifications Training courses delivered onsite other than monthly training. Current year + 3 years Duration of contract Date of training plus 7 years Expiry of contract +7 years Secure disposal Secure disposal Secure disposal Secure disposal Requirement from the Institute of Qualified Lifeguards to prove ongoing training takes place for lifeguards. Only required by the business whilst the employee is working. In case of a claim against the organisation To show employee competency in the relevant area Electronic Manual certificates Spreadsheet of skills Spreadsheet of training received. Yes Yes Yes Yes Pulse 4 Staff contact details Duration of employment Secure disposal Information no longer required once member of staff leaves employment. Electronic records – phone list on the t-drive. Yes
Pulse 5 One2one Record Competency Performance notes Current year +4 years Secure disposal No longer relevant after 5 years as records are continually updated. Electronic records Excelsis system and manual records for staff members Yes Pulse 6 Staff cover lists Current year +1 year Secure disposal Used to check against casual claims. Paper records Electronic records Yes Pulse 7 Staff shift patterns Current year +2 year Secure disposal Keep records to check against casual claims. Electronic- spreadsheet Yes Pulse 8 Rotas Current year+ 2 year Secure disposal Keep records to check against casual claims Electronic Manual – recently switched to a fully electronic system so there will be no paper trail as of (November 2018). Yes
Pulse 9 Freelance instructor contracts Expiry of contract + 7 years Secure disposal Limitation Act 1980, S.2 Electronic Manual signed copy Yes Pulse 10 Staff correspondence Current year +1 year Secure disposal Evidence of information given to employee Emails Letters Yes Pulse 11 Meeting minutes Current year + 1 year Secure disposal Record of what was discussed which affects the business. Electronic – file on the t-drive Manual copies Yes Pulse 12 Correspondence to the general public: Party confirmation Complaints File closed +1 month Last action on file +1 year Secure disposal Secure disposal Purposes for if a problem occurred with party Evidence of complaint being dealt with and resolved Email Letter Yes Yes
Pulse 13 Direct Debit confirmation letters and emails. Permanent after 7 days Delete from system Information contains personal bank details. Electronic - emails Direct debit mandates Yes Pulse 14 Membership forms Expiry of contract + 7 years Secure disposal Limitation Act 1980, S.2 Electronic completed on the web Manual membership forms completed by sales team and signed by customers Yes Pulse 15 Membership data base 1. Emails, newsletters and general correspondence. Enables customers to book online. 2.Membership spreadsheet – 1. Last action on file + 2 years 2.Expiry of contract Secure disposal Secure disposal 1. Enables customers to use the centre as a pay as you go member. If not used the centre after 2 years they are unlikely to return. 2. Once they have decided not to renew they Electronic – emails and newsletters Yes Yes
enables sales team to keep track of members do not receive further contact from the sales team. Pulse 16 Prospect reports on customers who are not members but use the centre. Customers are offered a membership to help save money based on their current usage. Last action on file plus 2 years Secure disposal Enables customers to use the centre as a pay as you go member. If not used the centre after 2 years they are unlikely to return. Electronic – plus 2 membership data base. Yes Pulse 17 User surveys Current year Secure disposal Once data is put in a report responses are disposed of. Electronic – survey monkey Manual – onsite questionnaires Yes
Pulse 18 Gym induction Par Q forms – monitors the health and suitability of a customer to take part in physical activity and set their goals. Paper copy – permanent after 1 month. Secure disposal Par q relevant health information is transferred to the customer’s account. The customer is contacted one month after the induction to monitor satisfaction levels. Paper form Electronic – plus 2 customer booking system Yes Pulse 19 Personal Training and Programmes. Individual plans for clients kept by the clients’ instructor. Last action on file plus 2 years or on immediate request from the client. Secure disposal Once training has finished the information is no longer relevant after 2 years. Electronic – kept on the t-drive in a word document Manual – copy issued to the customer to use in the gym Yes Pulse 20 Healthy lifestyles exercise on prescription (prescription and health screening forms) End of case + 6 months. Review and destroy Information is kept for statistical analysis during the 6 month period. Once transferred to the spreadsheet at the end of each quarter the customer information is no longer needed. Paper forms Spreadsheet of data only (no personal information is on the spreadsheet) Yes
children up to the next stage. Pulse 27 National Pool Lifeguard course records – information on course content and candidates progress Current year +6 years Secure disposal Records are kept under the Royal Lifesaving Society requirements. Electronic – plus 2 booking data base Manual – course forms Yes
Pulse 28 School swimming records. Progress of children whilst they are on our learn to swim programme. Records are passed to the school at the end of each term. Academic year Secure disposal Records are only kept whilst children are swimming with us and passed to the schools to go with their school achievement records. Manual register which includes skills achieved. Yes Pulse 29 School holiday and crèche parental signing in records. One month Secure disposal Records are kept for a month after the activity in case of any incidents which may have occurred. Manual signing in form Yes
Pulse 30 First Aid S01 forms. Records injuries and incidents of customers and staff Date of the accident + 4 years where the injured person is an adult at the time of the accident. Date of birth + 22 years where the injured person is a minor at the time of the accident. Secure disposal Limitation Act 1980, S.2 Manual – so1 forms plus any supporting report when needed. Yes Pulse 31 Cleaning Records Current year + 1 year unless there is a health and safety incident which requires supporting evidence – see Pulse 30 Review and securely dispose Reviewed for trends against customer satisfaction records. Manual – form which is signed by team on a daily basis. No
Pulse 32 Customers till receipts which have not been taken by the customer. Same Day Secure disposal Receipts hold personal details of the customer. If they do not want their copy we dispose of it. Manual receipt. Yes Pulse 33 Photographic permissions form. Customer request to take photographs within Pulse facilities Current year Secure disposal In case of an incident of safeguarding is reported. Manual form for recording customer details Yes Pulse 34 3rd party contracts – suppliers, engineers who work at the Pulse. Current year + 7years Review and Securely destroy In accordance with Procurement rules to deal with queries that arise in relation to contact. Manual contracts and specifications Electronic – contracts, emails and specifications. Yes