Retention of Alumni and Stakeholder Data

This policy covers the retention of all Alumni and stakeholder information created and/or maintained by Edge Hill University.

The General Data Protection Regulation places more emphasis on being accountable for and transparent about your lawful basis for processing. Article 5 states that “personal data shall not be kept for longer than is necessary” and “every reasonable step must be taken to ensure that personal data is accurate and where necessary, kept up to date”.

Alumni Data

Record series	Minimum retention period	Action	Comments
Alumni membership records	Permanent retention	Retained while current unless individual requests their details are removed or updated. Updating to be done within 28 days of receipt of updated information	Responsibility – Alumni office. Update information could be received via postcards, Edge Hill Connect, information gathered via social media or third party databases. Retention must comply with the GDPR.
Anonymised statistical records of alumni	Current year +10 years	Review for archive and analytical value
Enquiries from alumni and the responses provided by the University	Last action on enquiry + 1 year	Dispose
Feedback from alumni, handling of feedback and responses provided	Last action + 1 year	Dispose
Communication to alumni	Date of issue + 2 years	Review for archive value
Interviews and notes taken when preparing alumni communications	Date of first note + 5 years	Dispose
Donation records and payments – including books and event tickets	Current financial year + 6 years	Dispose
Records documenting the planning and impact/results of events organised for alumni	Completion of event +3 years	Review for archive and analytical value
Records documenting the organisation and administration of institutional events	Completion of event +3 years	Review for archive value
Records documenting the administration and support given to alumni societies	Superseded +3 years	Review for archive value
Records documenting event attendees and analysis of this data	Completion of event + 2 years	Dispose
Records and analysis of event non-attendees (booked but did not attend)	Completion of event + 6 months	Dispose
Anonymised statistical records of event attendees and non-attendees (booked but did not attend)	Completion of event + 5 years	Dispose

Stakeholder Data

Record Series	Minimum Retention Period	Action	Comments
Stakeholder records	While current (or likely to be current)	Dispose	Responsibility – Alumni office after consultation with Directorate office. Update information could be received via social media or third party databases, from the individual or their organisation. Retention must comply with the GDPR.
Enquiries from stakeholders and the responses provided by the University	Last enquiry + 1 year	Dispose
Feedback from stakeholders, handling of feedback and responses provided	Last action + 1 year	Dispose
Communication to stakeholders	Date of issue + 2 years
Payments – including book purchases and event tickets	Current financial year + 6 years	Dispose
Records documenting the planning and impact/results of events	Completion of event + 3 years
Records documenting consent given (where required) to communicate in the future following event sign up	Date consent given + 5 years	Dispose
Records documenting the organisation and administration of institutional events	Completion of event + 3 years
Records documenting event attendees and analysis of this data	Completion of event + 2 years	Dispose
Records and analysis of event non-attendees (booked but did not attend)	Completion of event + 6 months	Dispose
Anonymised statistical records of event attendees and non-attendees (booked but did not attend)	Completion of event + 5 years	Dispose