In line with our Privacy Policy, we are required to retain information for a variety of purposes and periods. Details of those periods can be found herein.
Online Scout Manager
| Information | Retention Period | Exceptions/Exclusions |
|---|---|---|
| Name | To termination | None – Name is changed to Initials |
| Contact addresses | To termination | None |
| Medical Details | To termination | None |
| Meeting Attendance | Varies between sections to a members 21st Birthday (roughly): Beavers – 15 years Cubs – 13 years Scouts – 11 years Explorers – 7 years. | Anonymised data only. |
| Event Attendance | Varies between sections to a members 21st Birthday (roughly): Beavers – 15 years Cubs – 13 years Scouts – 11 years Explorers – 7 years. | Anonymised data only. |
Note – relevant data will be removed or anonymised from/on OSM as soon as an individual is identified as having left Scouting. An anonymised record will be retained for legal purposes until 3 years later, or until 1 term after the member’s 21st Birthday, whichever is later. Anonymised data contains member initials, date of birth, scouting start date, sectional start date. This record is also tied to meeting and event attendance records.
Electronic Accident/Near Miss Reporting System
| Information | Retention Period | Execeptions/Exclusions |
|---|---|---|
| Name | 3 years or 2 terms following 21st Birthday | None |
| Contact address | 3 years or 2 terms following 21st Birthday | None |
| Incident details | 3 years or 2 terms following 21st Birthday | None |
| Outcome details | 3 years or 2 terms following 21st Birthday | None |
Note – for the purpose of litigation we are required to retain a full record of all accidents and near misses until 3 years after the event, or 6 months after a member’s 21st Birthday. For the purpose of Scouting 2 terms will generally cover a 6 month period.
Microsoft 365
With the exception of the above data, users are encouraged to purge data from emails on a regular basis. Identifiable personal information is regularly purged from this system on a rolling 3 year basis.
Website Data
Cookie Data from our website is purged on a 90 day cycle.
Merchandise Sales are as follows:
| Data | Retention Period |
|---|---|
| Inactive Accounts | 1 year |
| Pending Orders | 7 days |
| Failed Orders | 7 days |
| Cancelled Orders | 6 months |
| Completed Orders | 3 years. |
Member accounts will be removed from the website as the individual leaves the group.
