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

 

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
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