Data Retention Policy

The Little Princess Trust Data Retention Policy is a tool to ensure all business information is retained for as long as it is needed. It takes account of the context within which the charity operates, including the legal and regulatory environment, for example compliance with the fifth data protection principle, and the expectations of stakeholders. It is intended primarily as a resource for those responsible for processing data and to enable the disposal activity to be carried out in a consistent and controlled manner.

The charity collects, processes and stores various different categories of data.  Each category has its own retention period which applies to all records in that category and to all formats: paper and electronic.  The data retention period will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods. If individual records or documents require an alternative retention period, this must be agreed with the Department Head and Charity Manager in advance of any change and the reasons are to be noted and retained with the data.

The schedule below outlines the retention periods for each different category of data and the appropriate disposal activity.

Category of Data Details Retention Period Disposal Activity
Cases Sensitive, personal data often relating to minors, necessary to provide wig/follow up Electronic: indefinitely

Paper: 2 years

Paper: professionally shred

Electronic: n/a

Fundraisers Names, addresses and/or email addresses 2 years then refresh consent. For Gift Aid compliance: 6 years Paper: professionally shred

Electronic: anonymise

Hair Donors Names, email addresses, post addresses 2 years then refresh consent Paper: professionally shred

Electronic: anonymise

Contact Forms (from website) Names, email addresses, post addresses 2 years Paper: n/a

Electronic: delete

Emails Names, email addresses, post addresses 2 years Paper: n/a

Electronic: delete

Competition Entrants Names, email addresses, post addresses 2 years then refresh consent Paper: professionally shred

Electronic: anonymise

Incoming Telephone Calls Names, addresses, email addresses, telephone numbers 2 years Paper: professionally shred

Electronic: n/a