Our website address is: https://www.1stknaphillscoutgroup.org.uk.
Data Retention Policy
Young people
| Data Process | Data Type | Retention | Justification |
| Pre join enquiries | Personal data | 6 Years after enquiry or until young person joins, whichever is shorter | Required for placing individual on a waiting list for a place |
| Joining | Personal and Sensitive data (special category) | 2 Years after the young person leaves | Required for enquiries on membership |
| Events | Personal and Sensitive data (special category) | 2 months after event | Required for enquiries on the event and responding to incidents |
| Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
| Incident – No medical intervention | Personal and Sensitive data | Until the young person is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
| Training records | Personal data | 2 Years after the young person leaves | Required for any re-joins to connect them back to their training records |
| Attendance register | Personal data | 18 months | Required to complete annual registration reviewRequired to prove attendance for Gift Aid reclamation |
| HQ Youth award registrations | Personal and Sensitive data (special category including citation) | 6 months after the award completion | To retain their award registrations for the duration of the eligibility period |
| HQ Youth award completions | Personal data and Sensitive data (special category including citation) | 6 months after the award completionHQ will retain the data permanently for basic data; name, county, award, membership number,completion date | To retain their award registrations for the duration of the eligibility periodHistoric record of award completions |
Adult volunteers
| Data Process | Data Type | Retention | Justification |
| Pre join enquiries | Personal data | 1 Year after enquiry or until adult volunteer joins | Required for placing individual on a waiting list for a place |
| Joining | Personal and Sensitive data (special category) | 2 Years after the adult volunteer leaves | Required for enquiries on membership |
| Adult Information Form | Personal and Sensitive data (special category) | 12 months or until approval checks and “Getting started” training is complete, whichever is shortest | Required to assist in the appointment process |
| Identity Checking Form | Personal data | Until ID data has been submitted to DBS and the vetting process is complete | Required to verify that the identity has been checked. |
| Events | Personal and Sensitive data (special category) | 2 months after event | Required for enquiries on the event and responding to incidents |
| Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
| Incident – No medical intervention | Personal and Sensitive data | Until the adult volunteer is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
| Training records | Personal data | 2 Years after the young person leaves | Required for any re-joins to connect them back to their training records |
| Appointments Advisory Committee notes | Personal data | 18 months | Required to review any training needs of adult volunteers |
| Adult award registrations | Personal and Sensitive data (special category including citation) | 6 months after the award completion | To retain their award registrations for the duration of the eligibility period |
| Adult award completions | Personal data and Sensitive data (special category including citation) | 6 months after the award completionHQ will retain the data permanently for basic data; name, county, award, membership number,completion date | To retain their award registrations for the duration of the eligibility periodHistoric record of award completions |
Parents
| Data Process | Data Type | Retention | Justification |
| Pre join enquiries | Personal data | 1 Year after enquiry or until young person joins | Required for placing individuals young person on a waiting list for a place |
| Joining | Personal data | 2 Years after the young person leaves | Required for enquiries on membership |
| One off events | Personal data | 2 months after event | Required for enquiries on the event and responding to incidents |
| Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
| Incident – No medical intervention | Personal data | Until the young person is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
Donors including firework ticket purchases
| Data Process | Data Type | Retention | Justification |
| Individual Givers | Personal Data | 2 Years | To keep you informed of your donation and to invite you to next events |
| Gift aid declaration | 6 Years after donation | HMRC Tax Audit |
Other contacts
| Data Category | Data Type | Retention | Justification |
| HQ Hire | Personal data | 1 Year | Required for enquiries on hires |
| Transaction data | 6 Years after purchase | HMRC Tax Audit |
Notes:
Where possible, personal and sensitive (special category) data should be anonymised as soon as appropriate if to be retained for analysis or statistical purposes.
The retention of safeguarding data is handled by The Scout Association as part of the and no data should be retained locally. This should be in line with The Scout Association ‘Young People First’, ‘Yellow Card’ https://members.scouts.org.uk/documents/supportandresources/Safeguarding/CP%20Procedures%20Final%20Elec.pdf.
Any incidents that have required medical intervention should be reported to The Scout Association for alignment to an incident category and to manage the process.
