Data protection
Waterside Woodcarvers Data Protection Policy and Procedures
| Data | Suggested Retention Period | Notes |
| Data on current members | Throughout the time the individual is a member of the club | Data should be up to date. Out of date data (such as a previous email address) should be deleted from all records as soon as the club is notified of the update. Once the individual is no longer a member you should refer to ‘Data on former members’ |
| Data on emergency contact details for members | Throughout the time the individual is a member | If the member updates their emergency contact, the previous details should be deleted immediately from all records. |
| Data on former members | 6 years after last contact with the individual | Non-relevant data should be deleted sooner (such as emergency contact data)This includes data on former prospective members, i.e. those who did not become a full club member |
| Data on casual enquirers | 12 months after last contact with the individual | This is for those individuals who registered an interest in the club (maybe via the club website) but did not attend any club events and did not become a member |
| Meet /event attendee lists –held by club | 3 years after the event | Clubs may wish to hold on to attendee lists as evidence of who did/didn’t attend a particular event. If under 18’s were involved the length of time extends to 3 years past their 18th
birthday. |
| Event attendee lists –provided to event organisers | Until the event has taken place | Copies of attendee lists should be deleted/destroyed as soon after the event as possible. The club-held list should be the only one that is kept. |
| Emails | 12 months, if important retain for up to 6 years | Not all emails need to be kept. If the content is important it may be kept for up to 6 years |
| Club newsletters | Permanent | Club newsletters are ‘materials of historical value’ |
| Minutes of club meetings | Permanent | Minutes of club meetings are also ‘materials of historical value’ |
| Accident reports – if relating to adults | Statutory requirement is 3yrs after the last entry in the Accident book. For ease, keep for 6 years* | These reports may be required as evidence if a claim is made on the insurance |
| Accident reports – if relating to children | To be kept for 3yrs after the child reaches the age of 18. For ease, keep for 6 years* after the age of 18 | These reports may be required as evidence if a claim is made on the insurance |
This document is designed to provide guidance on how long to retain personal data records on members, guests and other individuals.
This document is predominantly focused at the data that the club holds centrally, often managed by the Club
Secretary or the Club Members Secretary. However, any data supplied by individuals to the club that is
shared with other people (such as to committee members or event organisers) should receive the same
treatment as that which is held centrally, i.e. once the retention period has ended the data should be
destroyed.
This guidance has two purposes, namely
- to reduce the amount of data (including paperwork) that we need to manage,
and
- to help the club be compliant with relevant legislation such as data protection, employment,
health and safety
These guidelines cover electronically stored data (such as on a computer, email system, cloud-based
application, web-based application etc.) and data held within a paper-based storage system (filing cabinet, storage box, folder etc.).
Once the retention period has ended the data should be permanently deleted (including from electronic
recycle bins) or destroyed (i.e. shredded).