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 SeriesMinimum retention periodAction Comments
Alumni membership recordsPermanent retentionRetained while current unless individual requests their details are removed or updated. Updating to be done within 28 days of receipt of updated informationResponsibility – 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 alumniCurrent year +10 yearsReview for archive and analytical value
Enquiries from alumni and the responses provided by the UniversityLast action on enquiry + 1 yearDispose
Feedback from alumni, handling of feedback and responses providedLast action + 1 yearDispose
Communication to alumniDate of issue + 2 yearsReview for archive value
Interviews and notes taken when preparing alumni communicationsDate of first note + 5 yearsDisposal
Donation records and payments – including books and event ticketsCurrent financial year + 6 yearsDispose
Records documenting the planning and impact/results of events organised for alumniCompletion of event +3 yearsReview for archive and analytical value
Records documenting the organisation and administration of institutional events Completion of event +3 yearsReview for archive value
Records documenting the administration and support given to alumni societiesSuperseded +3 yearsReview for archive value
Records documenting event attendees and analysis of this dataCompletion of event + 2 yearsDispose
Records and analysis of event non-attendees (booked but did not attend)Completion of event + 6 monthsDispose
Anonymised statistical records of event attendees and non-attendees (booked but did not attend)Completion of event + 5 yearsDispose

Stakeholder Data

Record Series Minimum retention periodAction Comments
Stakeholder recordsWhile current (or likely to be current)DisposeResponsibility – 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 UniversityLast enquiry + 1 yearDispose
Feedback from stakeholders, handling of feedback and responses providedLast action + 1 yearDispose
Communication to stakeholdersDate of issue + 2 yearsReview for archive value
Payments – including book purchases and event ticketsCurrent financial year + 6 yearsDispose
Records documenting the planning and impact/results of events Completion of event + 3 yearsReview for archive value
Records documenting consent given (where required) to communicate in the future following event sign upDate consent given + 5 yearsDispose
Records documenting the organisation and administration of institutional events Completion of event + 3 yearsReview for archive value
Records documenting event attendees and analysis of this dataCompletion of event + 2 yearsDispose
Records and analysis of event non-attendees (booked but did not attend)Completion of event + 6 monthsDispose
Anonymised statistical records of event attendees and non-attendees (booked but did not attend)Completion of event + 5 yearsDispose
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