Edge Hill Sport data retention policy
Edge Hill Sport Retention schedule
- Membership Data
- BACS Direct Debit Data
- Customer Correspondence
- Credit/Debit Card Details
- Booking and Hirer Information
- Accident Reports/ Near Misses
- Children’s Activity Data
- Positive Steps Data
- Campus Sport Data
| Record | Retention Period | Rational | Notes |
| 1. Membership Data | |||
| Membership Forms (hard copies) | 1 week from submission | Hard copy scanned to Y drive | Disposed of by shredding |
| Scanned copies of Membership Forms | Termination of membership + 1year | Held for duration of membership to check details entered on leisure management software if required. Held for up to 12 months after to attribute time between termination of membership and the annual membership deletion. | Disposed of by shredding |
| Data held on our Leisure Management Software | Termination of membership + 1year | Held for duration of membership to facilitate membership Held for up to 12 months after to attribute time between termination of membership and the annual membership deletion. | Disposed of via membership cull (to be completed annually 1 August for previous year) |
| Equipment Hire Forms | 1 Week | To allow completion of banking procedures | Disposed of by shredding |
| Change to membership forms – cancellations and suspensions | 2 months | Held until processed | Disposed of by shredding |
| Scanned copies of Equipment Hire Forms | 1 Month | To allow completion of monthly discrepancy checks | Disposed of by deletion from university servers |
| 2. BACS Direct Debit Data | |||
| Hard Copy Direct Debit Mandates | 1 week | Held until processed | Disposed of by shredding |
| Scanned Direct Debit Mandates | Duration of DD membership | Held until customer cancels direct debit or comes back on return / bacs advice slips | Disposed of by deletion from university servers |
| BACS Remittance Advice | 2 months | Current month to ensure that action has been completed on next run and plus month for disposal | Disposed of by deletion from university servers and email proxy |
| Direct Debit Correspondence emails (including price update emails) | 2 months(for DD price update letters – month after price updated). | Current month to ensure that action has been completed on next run and plus month for disposal | Disposed of by deletion from university servers |
| DD returns | 2 months | Current month for processing of DD returns and one month to dispose | Disposed of by deletion from university servers |
| Direct Debit submissions and AUDDIS files | 2 months | Current month for processing of DD run and one month to dispose | Disposed of by deletion from university servers |
| E-Mails relating to customer feedback | 2 Years | Held for a year and then disposed of on an annual basis on a set date | Disposed of by deletion from university servers and email system |
| 3. Customer Correspondence | |||
| Customer Comments Spreadsheet | 2 Years | Held for a year and then customer details anonymised on spreadsheet so can refer back if have similar issue | Deletion of customer details (ie name and membership number) from sheet |
| Customer Surveys – anonymised responses on Survey Monkey | 2 Years | Held for a year and then disposed of on an annual basis on a set date | Deletion of data in Survey Monkey |
| 4. Credit/Debit Card Details | |||
| Credit Card Terminal Receipts | 1 Week | Shredded on completion of banking procedures unless issues (then until issue resolved) | |
| Card Details Held on our leisure management software | Termination of membership + 1 year | Scuba removes name on payment list once member deleted. | |
| Banking journals and cash up sheets | 1 year | End of financial year in case of any discrepancies | |
| 5. Booking and Hirer Information | |||
| Enquiry forms / Contract of Hire Forms – survey monkey | 1 week | Deleted from survey monkey once saved to Y drive as PDFs | |
| Enquiry forms / Contract of Hire Forms – y drive | 2 years | Held for a year and disposed of on an annual basis on a set date (providing no disputes and all accounting settled) | Disposed of by deletion from university servers and email system |
| Hirer information held on our leisure management software | 2 years | Held for a year and then disposed of on an annual basis on a set date | Retained in the system on life membership. Emailed Delta 16/5 to see if this can be changed so can fulfil one year plus a year |
| Photography Consent Forms | 2 years | Held for a year and then disposed of on an annual basis on a set date in case of any dispute | |
| Upcoming Events spreadsheet (electronic) | 1 month after event taken place | Previous months deleted and upcoming months retained | To be removed from spreadsheet |
| Grass pitch sheets (hard copy) | 2 weeks | Held for a week so can update system with any cancelations and then disposed of. | To be shredded |
| Credit Control Correspondence (electronic) | 2 years | Held for a year and disposed of an annual basis on a set date – to ensure that all accounts are settled at the end of the year for next booking period | Disposed of by deletion from university servers and email system |
| Academic booking forms (hard copies) | 2 years | Held for a year and disposed of an annual basis on a set date | To be shredded |
| Booking grid | 2 years | Held for a year and disposed on an annual basis on a set date for renewals | Disposed of by deletion from university servers |
| Waiting lists | 2 years | Renewed on an annual basis in line with block booking process | Reviewed and obsolete deleted from previous year. |
| 6. Accident Reports/ Near Misses | |||
| Hard Copy Accident Forms/Near Miss forms | Documentation in relation to children who have an accident/near miss should be kept for three years beyond the age of 18. All other accident/near miss forms should be retained for 10 years. | Retention period in line with guidance given by Health and Safety Manager | |
| 7. Children’s Activity Data | |||
| Activity Registers including medical details (Scanned) | Current year + 17 years | To allow check of attendance at sessions (where practical). Deleted en-bloc on an Annual basis. | Disposed of by deletion from university servers |
| Children’s Activities Certificate Records | Current year + 1 year | To allow for the consideration and resolution of any disputes or complaints. | Disposed of by deletion from university servers |
| Children’s activities waiting lists | Permanent retention unless individual requests removal of their details. | Unsubscribe information included within every email. Prevent multiple requests required from customers for information. | |
| 8. Positive Steps Data | |||
| Referral forms | Paper copies 1 year following completion of scheme/DNS/Incomplete Scanned to Y:\Drive at time of completion of scheme/DNS/Incomplete retained for 8 years Correspondence with referrer scanned within 1 year of completion of scheme and copies retained on Y:\Drive for 7 years | Information Adult health records not covered by any other section in Records Management Code of Practice for Health and Social Care 2016 Information Adult health records not covered by any other section in Records Management Code of Practice for Health and Social Care 2016 plus Limitation Act 1980 Information Adult health records not covered by any other section in Records Management Code of Practice for Health and Social Care 2016 and Health Record Retention NHS Guidelines 2016 plus Limitation Act 1980 | Shredded and disposed of as confidential waste Deleted from Y:\Drive Deleted from Y:\Drive |
| Client Consultation Forms | Paper copies 2 years following completion of scheme/DNS/Incomplete | Information Adult health records not covered by any other section in Records Management Code of Practice for Health and Social Care 2016 and Health Record Retention NHS Guidelines 2016 | Shredded using cross cut shredder and disposed of as confidential waste |
| Positive Steps/Active Wellbeing Referral Database | Records on Y:\Drive for individual referrals retained for 8 years from last contact (Referral period or membership) | Information Adult health records not covered by any other section in Records Management Code of Practice for Health and Social Care 2016 plus Limitation Act 1980 | Deleted from Y:\Drive |
| 9. Campus Sport Data | |||
| Couch to 5K Registration | Awaiting information from other dept due to potential research opportunity. | ||
| 5 a Side Registration | Academic Year of expiry + 1 year | Stored as membership on Scuba Leisure Management System | |
| Volunteer Applications | Applications made direct treat as Employee details / Applications through Lancashire Sport Hub will be subject to their database and retention | Covering as role that was previously employed | Deleted from |