Retention – DLI Friends

THE SOCIETY OF FRIENDS OF THE REGIMENTAL MUSEUM OF THE FORMER DURHAM LIGHT INFANTRY

1. Introduction:

This policy outlines how THE SOCIETY OF FRIENDS OF THE REGIMENTAL MUSEUM OF THE FORMER DURHAM LIGHT INFANTRY
will store and manage personal data collected through our website and other channels, ensuring compliance with UK data protection laws and the Charity Commission guidelines.

2. Data Retention Principles:

Data Minimisation:
We will only collect and retain personal data that is necessary for the stated purposes.
Storage Limitation:
Personal data will not be kept for longer than is required for the intended purpose.
Regular Review:
We will regularly review and update our data retention practices to maintain compliance.

3. Data Retention Periods:

Donor Information:
Basic contact details (name, email, address): Until the donor opts out of communications or requests data deletion.
Donation history: 6 years from the end of the financial year.

Gift Aid declarations: 6 years from the end of the financial year.
Event Attendee Information:
Event registration details: 1 year after the event.

Dietary requirements and accessibility needs: For the duration of the event.
Volunteer Information:
Application details: 1 year after the volunteer role ends.

Training records: 3 years after the volunteer role ends.
Website Enquiry Information:
Contact details and query details: 2 years after the initial contact.

4. Data Disposal:

When data is no longer required, it will be securely deleted or anonymized using appropriate methods.

5. Exceptions:

Certain data may be retained for longer periods if required by law, for historical or research purposes, or to comply with regulatory requirements.

6. Access and Review:

Individuals have the right to access their personal data and request its correction or deletion where applicable.

7. Data Protection Officer (DPO):

Graeme Bowser is responsible for overseeing the implementation of this data retention policy and addressing any data protection concerns.