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 | Disposal | |
| 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| Records documenting the administration and support given to alumni societies | Superseded +3 years | Review for archive value | |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 | Review for archive value | |
| 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 | Review for archive value | |
| 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 | 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 |