Edge Hill Sport data retention policy

Edge Hill Sport Retention schedule

  1. Membership Data
  2. BACS Direct Debit Data
  3. Customer Correspondence
  4. Credit/Debit Card Details
  5. Booking and Hirer Information
  6. Accident Reports/ Near Misses
  7. Children’s Activity Data
  8. Positive Steps Data
  9. Campus Sport Data
RecordRetention PeriodRationalNotes
1.         Membership Data
Membership Forms (hard copies)1 week from submissionHard copy scanned to Y driveDisposed of by shredding
Scanned copies of Membership FormsTermination of membership + 1yearHeld 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 SoftwareTermination of membership + 1yearHeld 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 Forms1 WeekTo allow completion of banking proceduresDisposed of by shredding
Change to membership forms – cancellations and suspensions2 monthsHeld until processedDisposed of by shredding
Scanned copies of Equipment Hire Forms1 MonthTo allow completion of monthly discrepancy checksDisposed of by deletion from university servers
2.         BACS Direct Debit Data
Hard Copy Direct Debit Mandates1 weekHeld until processedDisposed of by shredding
Scanned Direct Debit MandatesDuration of DD membershipHeld until customer cancels direct debit or comes back on return / bacs advice slips    Disposed of by deletion from university servers
BACS Remittance Advice2 monthsCurrent month to ensure that action has been completed on next run and plus month for disposalDisposed 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 disposalDisposed of by deletion from university servers
DD returns2 monthsCurrent month for processing of DD returns and one month to disposeDisposed of by deletion from university servers
Direct Debit submissions and AUDDIS files2 monthsCurrent month for processing of DD run and one month to disposeDisposed of by deletion from university servers
E-Mails relating to customer feedback2 YearsHeld for a year and then disposed of on an annual basis on a set dateDisposed of by deletion from university servers and email system
3.         Customer Correspondence
Customer Comments Spreadsheet2 YearsHeld for a year and then customer details anonymised on spreadsheet so can refer back if have similar issueDeletion of customer details (ie name and membership number) from sheet
Customer Surveys – anonymised responses on Survey Monkey   2 YearsHeld for a year and then disposed of on an annual basis on a set dateDeletion of data in Survey Monkey
4.         Credit/Debit Card Details
Credit Card Terminal Receipts1 WeekShredded on completion of banking procedures unless issues (then until issue resolved)
Card Details Held on our leisure management softwareTermination of membership + 1 yearScuba removes name on payment list once member deleted.
Banking journals and cash up sheets1 yearEnd of financial year in case of any discrepancies
5.         Booking and Hirer Information
Enquiry forms / Contract of Hire Forms – survey monkey1 weekDeleted from survey monkey once saved to Y drive as PDFs   
Enquiry forms / Contract of Hire Forms – y drive2 yearsHeld 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 software2 yearsHeld for a year and then disposed of on an annual basis on a set dateRetained 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 Forms2 yearsHeld 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 placePrevious months deleted and upcoming months retainedTo be removed from spreadsheet 
Grass pitch sheets (hard copy)2 weeksHeld for a week so can update system with any cancelations and then disposed of. To be shredded
Credit Control Correspondence (electronic)2 yearsHeld 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 yearsHeld for a year and disposed of an annual basis on a set date To  be shredded
Booking grid2 yearsHeld for a year and disposed on an annual basis on a set date for renewals Disposed of by deletion from university servers
Waiting lists2 yearsRenewed 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 yearsTo 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 RecordsCurrent year + 1 yearTo allow for the consideration and resolution of any disputes or complaints.Disposed of by deletion from university servers
Children’s activities waiting listsPermanent 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 formsPaper 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 yearsInformation 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 FormsPaper copies 2 years following completion of scheme/DNS/IncompleteInformation 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 1980Deleted from Y:\Drive
9.         Campus Sport Data
Couch to 5K RegistrationAwaiting information from other dept due to potential research opportunity.
5 a Side RegistrationAcademic Year of expiry + 1 yearStored as membership on Scuba Leisure Management System
Volunteer ApplicationsApplications made direct treat as Employee details / Applications through Lancashire Sport Hub will be subject to their database and retentionCovering as role that was previously employedDeleted from