This policy tells you what data we collect about you, why we collect it, where it is stored and for how long.
| Activities | Where the data is held | Retention period | Basis for retaining the data |
|---|---|---|---|
| Customer Record (Gladstone) | Gladstone | 6 years after last financial transaction on customer account, or on a child account that is linked to the record. | Administrative business need. |
| Membership forms | They are scanned onto Sharepoint and then the hard copy is then shredded. | 4 academic years. | They have signed the health commitment statement on the document |
| Sport and Wellbeing membership details | Gladstone | 2 years. | Administrative business need. |
| Course and class attendance details | Gladstone | See Activity: 'Customer Record (Gladstone)'. | Administrative business need. |
| Sport and Wellbeing banned customers | Gladstone | Permanent record, but all superfluous data removed 6 years after last financial transaction on customer account, or on a child account that if linked to the record. | Administrative business need. |
| Customer email correspondence | Sport and Wellbeing and Watersports email inboxes and Gladstone | Received emails deleted from email accounts as soon as dealt with. Sent items are kept for 1 year. Important emails/Complaints are copied on to the customer's Gladstone record (see Activity: 'Customer Record (Gladstone)'). | Administrative business need. |
| Club email correspondence | Sport and Wellbeing email inbox and Gladstone | 1 academic year (emails in inbox); permanent on club Gladstone record. | Administrative business need. |
| Students' Union Team lists | Sharepoint | 1 academic year. | Administrative business need. |
| Casual instructor details | Spreadsheet | Casual staff contracts end on the 31st July each year. If they do not intend to work again in August of that year it should be deleted. | Administrative business need. |
| First aid/incident forms | Captured on paper, scanned as PDF and kept on Sharepoint. | 7 years. | Administrative business need. |
| Details of those paying for boat storage | Gladstone | For the duration of the contract or 12 months. | Administrative business need. |
| Bursary and TASS Athlete Information (lifestyle support) | Word and Excel records kept on private Sharepoint group. | 1 year after they have completed TASS/Bursary contract with UoS. | Administrative business need. |
| Bursary applications | Paper form: scanned and added to Sharepoint. | 4 academic years. | Administrative business need. |
| S&C Bursary and TASS Athlete Programmes | Word and Excel records kept on private Sharepoint group. | 1 year after they have completed TASS/Bursary contract with UoS. | Administrative business need. |
| Medical forms: Watersports | Paper form. | End of course. | Administrative business need. |
| Medical forms: Kids' Camp Activity Days | Emailed to Sportwel email account by sitepublisher webform; data transferred to spreadsheet for course. | End of course. | Administrative business need. |
| Medical forms: Jubilee Swimming Academy | Emailed to Sportwel email account by sitepublisher webform; data transferred to Swimsoft | 1 year following the end date of the last term of lessons attended. | Administrative business need. |
| RYA Online Portal | Data inputted by S&W staff to allow the client to log on and do the couse they wish after they have paid for the product. | Deleted after input. | Administrative business need. |
| Active Nation list from our system | Gladstone and Email (web form submitted for Consent to Share data). Spreadsheets stored on Sharepoint. | See Activity: 'Customer Record (Gladstone)'. Emails and Spreadsheets kept for a year. | Administrative business need. |
| Active Nation holding our data | Active Nation System. | Held for as long as it takes us to send new data to them. | Administrative business need. |
| Customer Record (Swimsoft) | Swimsoft. | 6 years after the end date of the last term of lessons attended. | Administrative business need. |
| Yacht charter details | Paper Forms, and customer and booking info on Gladstone. | Paper forms 4 years, scanned in and shredded. For details on held on Gladstone (customer record and booking record) see Activity: 'Customer Record (Gladstone)'. | To meet MCA Guidance. |
| Kids' Camp Activity Days Information | Gladstone and Spreadsheet on Sharepoint. | Spreadsheet is kept for 1 academic year (after the event). Customer and Booking information on Gladstone see Activity: 'Customer Record (Gladstone)'. | To meet OFSTED requirements. |
| Kids' Camp Activity Days and JSA Lessons Safeguarding Issues and Concerns | Sharepoint. | Kept for 21 years. | To meet OFSTED requirements. |
| External bookings across sites - new system | Booking form received via email and kept on Sharepoint. | Email booking form deleted once attached to sharepoint. Customer and Booking information on Gladstone see Activity: 'Customer Record (Gladstone)'. | Administrative business need. |
| Pre-Natal Fitness Forms | Scanned forms on Sharepoint (paper copies shredded). | 7 years. | Administrative business need. |