Purpose

This is the Data Retention Policy of the 5th Saffron Walden Scout Group. The purpose of this policy is to specify the 5th Saffron Walden Scout Groups guidelines for retaining different types of personal data and for how long.

For clarity, this policy does not include data held by The Scout Association (“TSA”), the Scout District or other Scout Groups. This is because each Local Scout Group, District and County are their own distinct data controllers, separate to TSA. Details of the TSA data retention policy can be found at: https://www.scouts.org.uk/about-us/policy/data-retention-policy/

Additional information about our general data privacy position can be found on https://5thsaffronwaldenscouts.org.uk/privacy-notice. 

Scope

This policy covers all data in the possession or control of the 5th Saffron Walden Scout Group regardless of the medium in or on which those data are held. Where statute or regulation departs from the requirements of this policy, the 5th Saffron Walden Scout Group will comply with the relevant statute or regulation. This policy may be updated from time to time.

Policy

Young people:

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal dataUntil young person withdraws their application, joins or turns 14Required for placing individual on a waiting list for a place
JoiningPersonal and Sensitive data (special category)10 Years after the young person leavesRequired for enquiries on membership and to respond to enquiries from HQ or statutory agencies regarding incidents
EventsPersonal and Sensitive data (special category)10 Years after the young person leavesRequired for enquiries on the event and responding to incidents
Safeguarding*NA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal and Sensitive data10 Years after the young person leavesLegal claims raised against the incident
Attendance registerPersonal data10 Years after the young person leavesRequired to complete annual registration reviewRequired to prove attendance for Gift Aid reclamation

Adult volunteers

Data ProcessData TypeRetentionJustification
JoiningPersonal and Sensitive data (special category)Until added to Scout Association systemRequired for enquiries on membership
Identity Checking FormPersonal dataUntil ID data has been submitted to DBS/PVG and the vetting process is completeRequired to verify that the identity has been checked.
Safeguarding*NA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal and Sensitive data10 years after an individual leavesLegal claims raised against the incident

Parents

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal dataUntil young person withdraws their application, joins or turns 14Required for placing individuals young person on a waiting list for a place
JoiningPersonal data10 Years after the young person leavesRequired for enquiries on membership
Safeguarding*NA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal data7 years after incident, or 7 years after individual turns 18 if laterLegal claims raised against the incident

Donors

Data ProcessData TypeRetentionJustification
Individual GiversPersonal Data1 YearTo keep you informed of your donation
Gift aid declaration10 Years after leaving or 3 years if not group memberHMRC Tax Audit
Direct debit mandateUntil individual leaves groupAs proof of Direct Debit Instruction (DDI) and to assist in claims against that DDI

As a Subject Rights Request (SRR) can be made by any type of individual it is represented here. Data from an SRR will be retained for 7 years to allow for answers to queries and complaints raised in relation to the SRR.

Notes:

Where possible, personal and sensitive (special category) data should be anonymised as soon as appropriate if they are to be retained for analysis or statistical purposes.

*The retention of safeguarding data is handled by The Scout Association as part of the safeguarding policies and no data should be retained locally. This should be in line with The Scout Association ‘Young People First’, ‘Yellow Card’ https://members.scouts.org.uk/documents/supportandresources/Safeguarding/CP%20Procedures%20Final%20Elec.pdf.

Any incidents that have required medical intervention should be reported to The Scout Association for alignment to an incident category and to manage the process.

Version – Date

V1.04 – 13/05/2025