Information about Safeguarding incidents Contact information and information regarding the nature of any allegation, the status and outcome of the investigation Paper, County email and Electronic Files Indefinitely Group Scout Leader Information about accidents and near misses Contact details and nature of accident 3 years after end of investigation Group Scout Leader Information about our event attendees T-Shirt size of each participant Bespoke event booking system Onlie Scout Manager 1 year from end of event. Aggregated summary statistics indefinitely. Event Leader Contact details, next of kin information, medical conditions and special diets. (Includes sensitive data, as defined) Paper forms stored in onlne Scout Manager Destroyed after event, unless medical incident and then kept for 3 years. Leader Information about general enquirers Contact information and nature of enquiry, which may contain personal data email system and spreadsheet Indefinitely Group Scout Leader or Group Secretary Information about complainants Contact information and nature of complaint, which may contain personal data email system and spreadsheet Indefinitely Group Scout Leader or Group Secretary Information about people registered for our website Contact information and which District they belong to Wordpress Indefinitely, unless the individual requests removal Website Manager Information about people registered to our mailing lists Contact information Mailchimp (3rd party system) Indefinitely, unless the individual Group Secretary requests removal Bank details of our members family members and our suppliers sort-code and account number Not stored, other than by 3rd party merchant (e.g. Paypal or Worldpay) merchant’s policy For completeness, we also hold the following information which is not categorised as Personal Data but has the following retention policies applied:
Data description Retention policy Responsible officer Finance – purchase ledgers, record of payments made, invoices, bank paying in counterfoils, bank statements, remittance advices, correspondence regarding donations, bank reconciliation. 7 years Group Treasurer Finance – Receipt cash book and sales ledger 10 Group Treasurer r Finance - Fixed assets register Indefinitely Group Treasurer Finance – Deed of covenant/Gift aid declaration and legacies 6 years after last payment made Group Treasurer Buildings – Deeds of title Indefinitely Secretary Buildings – Leases 15 after expiry Group Secretary Buildings – Documentation regarding plant and machinery 1 year after disposal Group Secretary Buildings – records of major refurbishments, warranties, planning consent, health & safety files. 13 years after completion of project Group Secretary Trustee’s minutes Indefinitely Group Secretary Annual accounts and annual reports Indefinitely Group Secretary Investment and insurance policy records 7 years after disposal Group Treasurer Insurance policies Indefinitely Group Secretary Employer’s Liability insurance certificate 40 years Group Secretary Health and safety records 3 years Group Secretary Contract with customers, suppliers or agents, licensing agreements, rental/ hire purchase agreements, indemnities and guarantees and other agreements or contracts 6 years are expiry or termination Group Secretary Our Security Policies The following security policies will apply to the storing of personal data as outlined in this policy. These security policies are mandatory. Overarching policies