Data Retention Schedule
We retain data on the following basis:
|
Record Type |
Retention Period |
|
Membership |
Indefinitely |
|
Members, Attenders, Volunteers and friends contact details |
24 months after the last contact |
|
Children’s Church & clubs contacts |
24 months after last contact |
|
Records of attendance of children/ young people & helpers |
Indefinitely for safeguarding purposes |
|
Safeguarding matters |
Indefinitely or until advised otherwise by authorities |
|
Accident Books |
4 years from the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches the age of 22) |
|
Complaints (non -safeguarding) |
4 years after resolution of complaint (unless further action is anticipated) |
|
Personal data relating to events for which additional information is gathered eg Church activity |
Disposed of immediately after the event unless anything has occurred (eg and accident) which indicates that records should be retained for a longer period. |
|
Photographs and videos of events |
5 years after the event with selective items kept for historical records |
|
Pastoral information or logs |
5 years after last contact (unless further action is anticipated) |
|
Visitors contact details |
1 year after last contact |
|
Admin, letters sent |
Contact details removed after 24 months |
|
Minute Books |
Indefinitely |
|
Gift Aid declarations and paperwork |
6 years after the financial year to which it relates |
|
Financial accounts |
7 years after the financial year to which it relates |
|
Employee Records |
6 years after the date of termination of employment |
|
Pension Records (money purchase) |
6 years after transfer or value taken |
|
Hirers of building |
6 years after the date of hire |
|
Registers of Marriage |
As required by the Registrar General |
|
Register of Funerals |
Indefinitely |
|
Registers of Baptisms |
indefinitely |
|
Insurance Records |
Indefinitely (at least 9yrs for certificates) |
|
Food Bank Referrals |
24 months after calendar year of last contact |
|
ACSC Clients |
24 months after calendar year of last contact |
|
Visitors book |
Removed from public but kept for historical reference |
