Young people
| Data Process | Data Type | Retention | Justification |
| Pre join enquiries | Personal data | 1 Year after enquiry or until young person joins, whichever is shorter | Required for placing individual on a waiting list for a place |
| Joining | Personal and Sensitive data (special category) | 2 Years after the young person leaves | Required for enquiries on membership |
| Events | Personal and Sensitive data (special category) | 2 months after event | Required for enquiries on the event and responding to incidents |
| Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
| Incident – No medical intervention | Personal and Sensitive data | Until the young person is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
| Training records | Personal data | 2 Years after the young person leaves | Required for any re-joins to connect them back to their training records |
| Attendance register | Personal data | 18 months | Required to complete annual registration review Required to prove attendance for Gift Aid reclaimation |
| HQ Youth award registrations | Personal and Sensitive data (special category including citation) | 6 months after the award completion | To retain their award registrations for the duration of the eligibility period |
| HQ Youth award completions | Personal data and Sensitive data (special category including citation) | 6 months after the award completion HQ will retain the data permanently for basic data; name, county, award, membership number,completion date | To retain their award registrations for the duration of the eligibility period Historic record of award completions |
Adult volunteers
| Data Process | Data Type | Retention | Justification |
| Pre join enquiries | Personal data | 1 Year after enquiry or until adult volunteer joins | Required for placing individual on a waiting list for a place |
| Joining | Personal and Sensitive data (special category) | 2 Years after the adult volunteer leaves | Required for enquiries on membership |
| Adult Information Form | Personal and Sensitive data (special category) | 12 months or until approval checks and “Getting started” training is complete, whichever is shortest | Required to assist in the appointment process |
| Identity Checking Form | Personal data | Until ID data has been submitted to DBS/PVG and the vetting process is complete | Required to verify that the identity has been checked. |
| Events | Personal and Sensitive data (special category) | 2 months after event | Required for enquiries on the event and responding to incidents |
| Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
| Incident – No medical intervention | Personal and Sensitive data | Until the adult volunteer is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
| Training records | Personal data | 2 Years after the young person leaves | Required for any re-joins to connect them back to their training records |
| Appointments Advisory Committee notes | Personal data | 18 months | Required to review any training needs of adult volunteers |
| Adult award registrations | Personal and Sensitive data (special category including citation) | 6 months after the award completion | To retain their award registrations for the duration of the eligibility period |
| Adult award completions | Personal data and Sensitive data (special category including citation) | 6 months after the award completion HQ will retain the data permanently for basic data; name, county, award, membership number,completion date | To retain their award registrations for the duration of the eligibility period Historic record of award completions |
Parents
| Data Process | Data Type | Retention | Justification |
| Pre join enquiries | Personal data | 1 Year after enquiry or until young person joins | Required for placing individuals young person on a waiting list for a place |
| Joining | Personal data | 2 Years after the young person leaves | Required for enquiries on membership |
| One off events | Personal data | 2 months after event | Required for enquiries on the event and responding to incidents |
| Safeguarding | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy | NA – See TSA Safeguarding policy |
| Incident – No medical intervention | Personal data | Until the young person is 21 or 3 years, whichever is greater | Legal claims raised against the incident |
Donors
| Data Process | Data Type | Retention | Justification |
| Individual Givers | Personal Data | 1 Year | To keep you informed of your donation |
| Individual Givers | Gift aid declaration | 6 Years after donation | HMRC Tax Audit |
