How long do we keep your data?

We follow the general principle of keeping data only as long as is reasonable and necessary for our purposes. This length of time will vary depending on the nature of the data. Data will be deleted when it is no longer needed.

• We will keep some records permanently if we are legally required to do so or it is legally advisable, for example we would keep records of the DBS status of volunteers permanently.

• We may keep some other records for an extended period of time. For example, it is best practice to keep financial records for a minimum period of 7 years to support HMRC audits.

• We generally keep personal information of participants while they are involved in a programme/activity and for up to three years afterwards, unless they ask for this to be deleted. This is primarily to help us re-engage past participants, for example if a project is refunded in their area after a short break.

Some data may be kept for longer. This includes:

• Email correspondence, which will remain accessible in our email archive.

• Photographs, which may remain published on our communications platforms, and we may keep the digital images and photo permission records that accompany them for longer than 3 years

• Notes of safeguarding concerns, which may be kept for longer in case they are required at a later date.