Last reviewed – 01 July 2022
Your privacy is important to us. This Retention Policy is where we explain to you how long we may retain personal information that is given to us. In this policy we specify the company’s guidelines for retaining different types of data. This policy has some flexibility to allow for early deletion/anonymisation if appropriate.
This policy covers all company data stored on company-owned, company-leased, and otherwise company-provided systems and media, regardless of location.
The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.
| Newsletter sign-up | ||
|---|---|---|
| Company function | Type of personal data | Retention period |
| Administration | contact details: First, Last Name, email address, job, organisation | 2 years; data will be deleted after 1 year of inactivity |
| Employees | ||
| Company function | Type of personal data | Retention period |
| HR | personnel record: e.g. contact details, recruitment documents, image/film, emails | 6 years |
| contract | 6 years+1 (current year) | |
| medical records | 40 years from the date of the last entry |
|
| Health and Safety | Accident books, records and reports | 3 years after last entry or end of investigation if later |
| Finance | salary records (incl. overtime, expenses) | 6 years+1 (current year) |
| bank details, tax details | 6 years+1 (current year) | |
| pension | pension 6 years from the end of the scheme year in which the event took place |
|
| HR | unsuccessful candidates contact details, recruitment documents, letters/emails | 6 months |
| Staff | ||
| Company function | Type of personal data | Retention period |
| HR | personnel record: e.g. contact details, passports/ID, biography, image, film, emails, A1 forms | 3 years |
| contract | 6 years+1 (current year) | |
| Disclosure Scotland: PVG certificate | 3 years | |
| medical records | 40 years from the date of the last entry |
|
| Health and Safety | Accident books, records and reports | 3 years after last entry or end of investigation if later |
| Finance | bank details, tax details | 6 years+1 (current year) |
| Promoters | ||
| Company function | Type of personal data | Retention period |
| Administration | contact details | 6 years |
| Administration | contract | 6 years+1 (current year) |
| Funders | ||
| Company function | Type of personal data | Retention period |
| Administration | contact details: First, Last Name, email address, job, organisation | 3 years |
| Pupils | ||
| Company function | Type of personal data | Retention period |
| Administration | contact details, film, image, composition, emails | 3 years or until the child/young adult reaches the age of 21what ever comes first |
