WGTC Data Map TO TYPE DATA HELD SECURITY DOC contracts Dispute clerk asst Restricted access to office. Under lock and key N/A 6 years Job - Dispute PC P/W protected N/A 6 Job - legal clerk asst Pers PC P/W protected N/A 6 years after DBS checks Legal clerk clerk PC P/W protected + N/A 3 years DSA , ,
clerk clerk record Dispute asst clerk asst Pers PC + file + HR N/A as case by case Health (record + uptake Health clerk clerk PC P/W protected N/A 6 after Leave record Dispute asst clerk asst Pers PC + file + N/A 6 years Next of Kin asst clerk asst Fin Off Restricted access to office. Under lock and key N/A 6 years records staff staff restricted access to office + HSE + N/A 25 years
- % list Fin off asst Fin off, Pers PC + file + - ad archive on leaving Pay grades Dispute Pers Pers PC + file N/A staff term deleted Rates of Pay Dispute Fin Off Fin off PC + file DSA - DCK + staff term deleted Bank Account details control Fin Off Fin off PC + file + DSA - DCK + staff staff term deleted Contact details control Fin Off Fin off PC + file DSA - DCK staff term deleted clerk clerk clerk clerk
VAT every 6 yrs + + Lock + key. Restricted access to office DPA - none scan to server then shred Invoices (issue & summary schedule) - system PC P/W protected. User P/W to access system DPA - N/A - 3rd party DPA - how process Data Invoices & summary schedule) WGTC system (excel) VAT 6 yrs PC P/W protected. DPA - 6 years deleted Payment schedule (excel) control Staff + Cllrs PC P/W protected. + N/A 1 year delete after audit signed off Contact details (public hire) Dispute staff + private not accessible DSA - 6 years delete Age analysis of debtors control PC P/W protected. User P/W to access system DPA - N/A - 3rd DPA - how process Data hire Cllr
Age analysis of debtors WGTC system (excel) control PC P/W protected. DPA - 10 years deleted 3rd party venues for control web staff + none DSA - 3rd 2 years delete control staff PC P/W protected. N/A 10 years delete Bank details deposits) control staff PC P/W protected. DSA - 10 years delete TO TYPE DATA HELD SECURITY DOC 3rd party re-posts policy web and Consent obtained /public by Clerk N/A public
control web staff and Consent given by 3rd by Clerk N/A public Articles of general nature no pictures + web staff and article gives consent/ public platform. DSA - to 2 year public front staff and article gives consent/ public platform. DSA - to 2 years delete after 2 years
of Dispute Asst Clerk Staff PC P/W protected N/A 25 years deleted Insurance - policy Dispute Asst Clerk PC P/W protected N/A 21 years deleted Insurance - claims records Dispute Asst Clerk Staff PC P/W protected N/A 7 years deleted Risk Dispute Asst Clerk PC P/W protected N/A 25 years deleted record (Bldg + Equip) Dispute Asst Clerk Staff PC P/W protected N/A 25 deleted Health & Safety records + Claims Dispute Asst Clerk Staff PC P/W protected N/A 25 years deleted TO TYPE DATA HELD SECURITY DOC - WGTC service (contact details) Staff Staff Restricted access to office DSA - 1 year shred when onto server
Staff PC P/W protected. folder DSA - until once solved - delete from server issue Cllr PC P/W protected. N/A on on to staff to delete from PC - Non WGTC service (contact details) front Staff Staff Restricted access to office 3rd DSA - 1 year shred when onto server Staff Staff PC P/W protected. folder 3rd DSA - until once solved - delete from server issue Cllr PC P/W protected. N/A on on to staff to delete from PC Freedon of request front Staff Restricted access to office 2 shred when onto server
Staff PC P/W protected. 2 years shred when onto server Freedom of record log Clerk staff PC P/W protected. 10 years delete records 10 years an older Citizen's Advice Bureau - N/A Walk front Staff to CAB - given contact details N/A none no data N/A Staff Staff to CAB - given contact details N/A none no data Citizen's Advice Bureau - reasons Clerk lock + key. Restricted access to office N/A of scan onto server then delete reasons Clerk PC P/W protected. N/A of delete after
TO TYPE DATA HELD SECURITY DOC Contact details (working FOI/ control Asst Clerk PC P/W protected DPA - only when deleted FOI/ control staff staff PC P/W protected DPA - only when deleted Working group Meetings info) FOI/ control Asst Clerk staff + Cllrs + WG restricted access to office DPA - 6 years scan after event to server file. Delete FOI/ control Asst PC P/W protected DPA - 6 years deleted FOI/ control Asst Clerk + WG PC P/W protected, Mail chimp (BCC) DPA - 2 year deleted up
of meeting) FOI/ control Asst Clerk staff public platform, locked. Restricted access + 3rd DPA - + none once event is over. Paper Attendee forms FOI/ control staff staff under lock + key, restricted access to office DSA - none delete to server FOI/ control Asst Clerk staff PC P/W protected DSA - 2 years deleted Event (details incl medical) Dispute staff lock + key, restricted access to office + 3rd DSA - none delete after to server Dispute Asst Clerk staff PC P/W protected DSA - 2 years deleted Dispute staff P/W protected DSA - none wipe after event
group details FOI/ control Asst Clerk staff PC P/W protected + 3rd DPA - 2 years deleted FOI/ control staff P/W protected DPA - none wipe clean after event printed matter FOI/ control front Asst Clerk staff restricted access to office DPA - 1 year scan after event to server file. Delete FOI/ control 3rd party etc) Asst Clerk Consent obtained /public platform. DPA - 1 year scan after event to server file. Delete FOI/ control Asst Clerk staff Consent obtained /public platform. DPA - 1 year scan after event to server file. Delete TO TYPE DATA HELD SECURITY DOC
receipt books VAT every 6 yrs staff staff restricted access to office N/A 6 years Payment requests VAT every 6 yrs staff PC p/w protected DSA - 6 years 3 years on server. on server. VAT every 6 yrs staff PC p/w protected. Restricted access to office DSA - 3 years copy kept. Shred after 3 years Waiting list control Allot staff PC p/w protected DSA - on time control Allot staff Restricted access to office DSA - 1 year copy kept. Shred after 1 year control staff PC p/w protected DSA - 2 delete RBS RBS
staff PC P/W protected DPA - 2 years deleted staff staff PC P/W protected DPA - 2 years Grant FOI, VAT 6 yrs staff staff PC P/W protected DSA - 6 years deleted FOI, VAT 6 yrs staff staff Cllrs PC P/W protected DSA - 6 years deleted FOI, VAT 6 yrs staff Cllrs restricted access to office DSA - N/A lists staff staff PC P/W access to office N/A 2 years deleted TO TYPE DATA HELD SECURITY DOC
approved list all staff PC P/W protected N/A 3 years update invoices - emailed VAT every 6 yrs staff restricted access to office, PC P/W protected DSA 6 years invoices - paper VAT every 6 yrs all restricted access to office NO N/A 6 years invoices - scanned VAT every 6 yrs all staff PC P/W protected, restricted access to office NO N/A 6 years purchase orders - email to VAT every 6 yrs restricted access to office, PC P/W protected DSA 6 years purchase orders VAT every 6 yrs all staff restricted access to office NO N/A 6 years purchase orders - scanned VAT every 6 yrs all PC P/W protected, restricted access to office NO N/A 6 years email staff restricted access to office, PC N/A 2 deleted
P/W protected all staff restricted access to office, PC P/W protected N/A 2 years - scanned all staff PC P/W protected, restricted access to office NO N/A 2 years deleted financial Cllrs PC P/W protected, restricted access DPA - cllrs none delete after - area Cllrs Clerk PW to entry DPA - cllrs none delete All staff All staff No docs left in public display DPA - cllrs none delete after PC's Cllrs take personal resp. for antivirus DPA - cllrs none delete after
Contracts staff PC P/W protected, restricted access to office N/A + 21 years deleted filing staff PC P/W protected, restricted access to office N/A + 21 years Bank Account details staff PC P/W protected, restricted access to office RBS DSA - DPA RBS, 2 years deleted PC P/W protected, restricted access to office RBS DSA - DPA RBS, 2 years Tenders Dispute staff PC P/W protected, restricted access to office DPA - 2 years deleted Dispute PC P/W protected, restricted DPA - 2 years
access to office Dispute staff PC no 2 deleted Insurance details Dispute staff staff PC P/W protected, restricted access to office DPA - 2 deleted Dispute staff all staff restricted access to office DPA - 2 years Dispute Staff staff PC P/W protected, restricted access to office DPA - 2 years deleted Dispute staff restricted access to office DPA - 2 years TO TYPE DATA HELD SECURITY DOC
Contact details - home staff PC P/W protected N/A until to be a staff restricted access to office, under lock and key N/A to be a Contact details - TC staff PC P/W protected N/A 4 staff, none - public domain no - N/A expenses VAT every 6 yrs PC P/W protected N/A 6 years deleted of interest Clerk Clerk restricted access to office N/A N/A term of office, Meeting working papers Staff PC P/W protected, restricted access to office N/A none delete after
area Password protected N/A I year deleted PC P/W protected, TC email address N/A 2 year deleted TO TYPE DATA HELD SECURITY DOC and file staff restricted access to office DPA - + 6 years scan after event to server file. Delete staff PC P/W protected DPA - + 6 years deleted
Working group meetings etc restricted access to office DPA - + 6 scan event to server file. Delete staff PC P/W protected DPA - + 6 years deleted web Consent obtained data DPA - + public PC P/W protected, BCC emails DPA - + 2 years deleted
of meeting) Staff staff public platform, locked. Restricted access DPA - + 2 years once event is over. Paper staff restricted access to office N/A to 1 year scan after event to server file. Delete staff PC P/W protected N/A to 1 year deleted Consent obtained /public platform. N/A to 1 year public
(Third party shares) 3rd Consent obtained /public platform. 3rd DPA - 3rd 1 year public printed matter restricted access to office to 1 year scan after event to server file. Delete 3rd party Consent obtained /public platform. to 1 year scan after event to server file. Delete Consent obtained /public platform. to 1 year scan after event to server file. Delete
Contact database staff PC P/W protected DSA - excl cllrs 2 years Delete after 2 years Youth Play events Dispute staff PC P/W protected. Signed consent forms DSA - 1 year delete Dispute staff Restricted access to office. Under lock and key. Signed consent forms DSA - 1 year - non charity details Restricted access to office N/A none scan to server file. Shred staff PC P/W protected. DPA - 2 years delete
consent forms Business cards + Restricted access to office. Under lock and key. N/A 3 years Tenders PC P/W protected, restricted access to office DPA - 2 years deleted PC P/W protected, restricted access to office DPA - 2 years staff PC P/W protected DPA - 2 years deleted Plaques (heritage) staff Lock + key, restricted access to office DPA - none Plaques trail) contract staff Lock + key, restricted access to office N/A none
Plaques trail) designer details staff PC P/W protected DPA - none - sign forms staff Lock + key, restricted access to office DSA - none staff PC P/W protected DSA - 2 years delete - group PC P/W protected. used DSA - 2 delete TO TYPE DATA HELD SECURITY DOC decisions Asst staff PC P/W protected N/A 1 year On primary
portal Cllrs Cllrs members area N/A 1 year On primary portal web staff and N/A N/A 1 year On primary portal front staff staff restricted access to office N/A 1 year On primary portal Plan web staff and N/A N/A ad N/A