At 1st Parkstone Scouts, we recognise the importance of managing personal information responsibly and securely. As a youth organisation, we hold information about young people, volunteers, parents, and supporters, and we are committed to protecting that information at all times.
We only collect and keep personal data where it is necessary to support our activities, meet our legal responsibilities, and ensure the safety and wellbeing of everyone involved in Scouts. This includes information needed to run meetings, events, training, and safeguarding processes.
We do not keep personal data for longer than needed. When information is no longer required, we ensure it is safely and securely deleted or disposed of.
This policy explains how long we keep different types of information and why. It reflects our commitment to transparency, accountability, and following UK data protection law and The Scout Association’s guidance.
By following this policy, we aim to build and maintain trust with young people, their families, our volunteers, and our wider community.
| Data Process | Data Type | Retention Period | Reason |
|---|---|---|---|
| Pre-join enquiries | Personal data | From registration until 6 months after 18th birthday, or until a place is accepted (whichever is sooner) | To manage waiting lists and offer places |
| Joining | Personal and sensitive data | 10 years after leaving | To respond to membership enquiries and any requests from Scouts HQ or statutory bodies |
| Events | Personal and sensitive data | 2 years after event | To respond to event queries or incidents |
| Safeguarding | See The Scout Association Safeguarding Policy | See policy | Managed in line with national safeguarding requirements |
| Incident (no medical intervention) | Personal and sensitive data | 7 years after incident, or 7 years after turning 18 (whichever is later) | To support any legal claims |
| Training records | Personal data | 2 years after leaving | To support re-joining and continuity of training |
| Attendance register | Personal data | 18 months | For annual registration and Gift Aid evidence |
| Data Process | Data Type | Retention Period | Reason |
|---|---|---|---|
| Pre-join enquiries | Personal data | 1 year or until joining | To manage volunteer enquiries |
| Joining | Personal and sensitive data | 2 years after leaving | To manage membership records |
| Adult Information Form | Personal and sensitive data | Up to 12 months or until appointment complete | To support appointment process |
| Identity checking | Personal data | Until checks are complete | To verify identity for DBS/PVG |
| Events | Personal and sensitive data | 2 years after event | To respond to event queries or incidents |
| Safeguarding | See The Scout Association Safeguarding Policy | See policy | Managed in line with national safeguarding requirements |
| Incident (no medical intervention) | Personal and sensitive data | 7 years after incident (or later if required) | To support any legal claims |
| Training records | Personal data | 2 years after leaving | To support re-joining and training history |
| Data Process | Data Type | Retention Period | Reason |
|---|---|---|---|
| Pre-join enquiries | Personal data | 1 year or until young person joins | To manage waiting lists |
| Joining | Personal data | 2 years after young person leaves | To manage membership enquiries |
| One-off events | Personal data | 2 years after event | To respond to queries or incidents |
| Safeguarding | See The Scout Association Safeguarding Policy | See policy | Managed in line with national safeguarding requirements |
| Incident (no medical intervention) | Personal data | 7 years after incident (or later if required) | To support any legal claims |
| Data Process | Data Type | Retention Period | Reason |
|---|---|---|---|
| Individual donations | Personal data | 1 year | To manage communication about donations |
| Gift Aid declarations | Financial/personal data | 6 years after donation | Required for HMRC compliance |
| Direct debit mandates | Financial data | 6 years after last payment | Proof of Direct Debit instruction and dispute handling |
Our Strategy to 2035
Our Strategy to 2035 will help us keep the focus on what we do best - giving young people a place to belong and giving them the skills to thrive.
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