Data Retention Policy
Retention policy
We are committed to maintaining the privacy of everyone who comes into contact with us. However, we need to retain considerable documentation to run efficiently, while also ensuring the private personal data we hold is kept safely and confidentially for an appropriate period of time before it is destroyed.
Below you will see listed the documents/recordings/records that we keep and the retention period for such data.
If you have any questions please contact Christine Brown (Co-Director) at enquiries@lcandcta.co.uk
All data is kept under password-access and please see our Password Policy and GDPR Breeches Policy for more information.
| Document | Minimum retention period after last active use |
| Client/student correspondence Written complaint/s | Reviewed annually and destroyed as appropriate or retained for 7 years as appropriate |
| Client/student contact information; clients/students should inform us of any change/s to their contact details | 7 years |
| Client/student assessment records Feedback to students | 7 years |
| Client/student session records and consensual audio/visual recordings; any audio/visual recordings or the content/s relating to such recordings will not be disclosed to 3rd parties without written or audio recorded agreement | 1-7 years – depending on all parties agreement on the data’s relevance to be retained |
| Client/student leavers questionnaires (can be anonymous as appropriate) and testimonials which maybe used on our Website (but only with written permission to post such comment) | 7 years – forever |
| Client/student SDQs and CORE forms; electronic data in relation to such records are anonymised by Code | Indefinitely electronically/ paper records are destroyed after 7 years Client/student Codes kept as hard-copy reference in relation to identification purposes are destroyed after 7 years |
| Course records and Tutor Logs | 7 years |
| Waiting lists for client/students | 1 year after placement |
| Room hirer contact details | 2 years after ending 7 years QB |
| Room hire contracts | 2 years |
| Room hire correspondence | Reviewed bi-annually and destroyed/digitally removed |
| Room hire invoices | 7 years online QB |
| Associate and volunteer/student contact information | 3 years after ending. Associates 7 years after ending - counselling Associates |
| Associate CVs and contracts | 7 years after ending 3 years after ending - counselling Associates |
| CPD records and Qualification Records | 7 year |
| Supporter contact information | 2 years/ when unsubscribed |
| Supporter correspondence | 2 years |
| Sponsor records | 7 years |
| Events files | 2 years |
| Governance documentation | Forever |
| Insurance documentation | Forever |
| Financial reports and accounting records | 7 years |
| Successful Bid Documents Unsuccessful Bid Documents Course Accreditation Application/s Course External Moderation/Verification Documents | 1-7 years as appropriate |
| Bank details of Associates/organisations | 2 years following end of work with LC&CTA |
| Health and safety policies Accident and Emergency policies | Current |
| Accident and emergency books /records (all A&E incidents are recorded) | 7 years |
Policies and the nature of documentation can be ratified at anytime if there are changes in Government Guidelines, or if, the retention periods/nature of data listed above prove to be ineffective in practice.
Date policy ratified: 11/7/2019
Date of next review: Directors meeting 11th July 2021