This policy sets out how long 1st Gotherington Scouts keeps personal data and how we delete it when it is no longer needed. It covers all personal data held by the Group, on paper or digitally. It is based on the Scouts template data retention policy and should be read alongside our Data Protection Policy. Where the law requires something different, we will follow the law.
Our approach
- We only keep personal data we need, and only for as long as we need it.
- Retention periods start when the relationship ends (for example when a young person or volunteer leaves), unless stated otherwise.
- Where we want to keep information for statistics (such as numbers attending an event), we remove names and other identifying details as soon as we can.
- The Trustee Board is responsible for this policy. The Data Lead (Group Lead Volunteer) makes sure it is followed and that data is reviewed and deleted each term.
Young people
- Pre-join enquiries / waiting list: 1 year after enquiry or until the young person joins, whichever is shorter.
- Joining and membership record (including health and other sensitive data): 10 years after the young person leaves – to answer membership enquiries and enquiries from Scouts HQ or statutory agencies about incidents.
- Events and nights away (including health forms): 2 years after the event.
- Incidents (no medical intervention): 7 years after the incident, or 7 years after the young person turns 18 if later.
- Training/badge records: 2 years after the young person leaves – so we can reconnect records if they rejoin.
- Attendance registers: 18 months – for the annual registration review and to evidence attendance for Gift Aid.
- HQ youth award registrations and completions: 6 months after the award is completed (Scouts HQ keeps basic award records permanently).
Parents and carers
- Pre-join enquiries: 1 year after enquiry or until the young person joins.
- Joining and contact details: 2 years after the young person leaves.
- One-off events: 2 years after the event.
- Incidents (no medical intervention): 7 years after the incident, or 7 years after the individual turns 18 if later.
Adult volunteers
- Pre-join enquiries: 1 year after enquiry or until the volunteer joins.
- Joining and membership record: 2 years after the volunteer leaves.
- Adult Information Form: 12 months, or until approval checks and Getting Started training are complete, whichever is shorter.
- Identity checking form: until ID has been submitted to the DBS and vetting is complete.
- Events: 2 years after the event.
- Incidents (no medical intervention): 7 years after the incident, or 7 years after the individual turns 18 if later.
- Training records held locally: 2 years after the volunteer leaves.
- Appointments Advisory Committee notes: 18 months.
- Adult award registrations and completions: 6 months after the award is completed (Scouts HQ keeps basic award records permanently).
Vetting, DBS and training records held in My Membership and My Learning are kept by The Scout Association under its own Data Retention Policy, not by the Group.
Donors and money
- Individual donors' details: 1 year.
- Gift Aid declarations: 6 years after the donation (HMRC tax audit).
- Direct Debit mandates: 6 years after the last Direct Debit.
- Subs, event payment and expenses records in Scoutworks: until young person or volunteer leaves the group.
Group accounts and financial records: 6 years from the end of the financial year.
Other records
- Subject rights requests (e.g. subject access requests): 7 years – to answer any queries or complaints about the request.
- Safeguarding: not kept locally – handled by the Scouts UK HQ Safeguarding Team under The Scout Association's safeguarding policies.
- Incidents needing medical intervention: reported to The Scout Association, which manages the record.
- Photos and videos (including those shared in the parent WhatsApp group): Whilst the young person or volunteer is a registered member.
- Group emails (Microsoft 365 Outlook): Whilst the young person or volunteer is a registered member.
- Website contact form messages (Scout Pages): 1 year.
- Data breach log: kept for 6 years from the date the breach is closed, then securely deleted. Entries record only the minimum personal data needed.
- Legacy Online Scout Manager (OSM) data: OSM has not been used since February 2026. All data was deleted 1st April 2026.
How we delete data
- Paper records are shredded or put in secure confidential waste.
- Digital records are deleted from Scoutworks, email and other systems, including emptying any recycle bin or "deleted items" folder so they are fully removed.
- Volunteers delete any copies they hold on personal devices, including downloads, spreadsheets and photos, once no longer needed.
- Where we keep data for statistics, we anonymise it so individuals cannot be identified.
Review
The Trustee Board reviews this policy every year.