GDPR – DATA RETENTION POLICY WITH SCHEDULE

The Information Commissioner’s Office (ICO) regularly provides updates to their guidance around the data protection rules. We will update our documents accordingly, so please ensure that you are using the most up-to-date version of our documents.
This is the Data Retention Policy of The Aluna Foundation
Introduction
We recognise that in the running of our business, we collect and process personal data from a variety of sources. This personal information is collated in several different formats including letters, emails, legal documents, employment records, operations records, images and statements. The personal data is held in both hard copy and electronic form.
Aims of the policy
Our business will ensure that personal data that we hold is kept secure and that it is held for no longer than is necessary for the purposes for which it is being processed. In addition, we will retain the minimum amount of information to fulfil our statutory obligations and the provision of goods or/and services – as required by the data protection legislation, including the General Data Protection Regulation (GDPR).
Retention
This retention policy (with its schedule), is a tool used to assist us in making decisions on whether a particular document should be retained or disposed of. In addition, it takes account of the context within which the personal data is being processed and our business practices.
Decisions around retention and disposal should be taken in accordance with this policy.
Where a retention period of a specific document has expired, a review should always be carried out prior to the disposal of the document. This does not have to be time-consuming or complex. If a decision is reached to dispose of a document, careful consideration should be given to the method of disposal.
Responsibility
[INSERT NAME] is responsible to keep this retention schedule up to date, to reflect changing business needs, new legislation, changing perceptions of risk management and new priorities for our business.
Laura Williams is responsible for determining (in accordance with this Policy) whether to retain or dispose of specific documents.
Laura Williams may delegate the operational aspect of this function to Jon Theo if in any doubt about minimum retention periods or if the retention of a document is necessary for a potential claim.
Disposal
We must ensure that personal data is securely disposed of when it’s no longer needed. This will reduce the risk that it will become inaccurate, out of date or irrelevant.
The method of disposal should be appropriate to the nature and sensitivity of the documents concerned and includes:
• Non-Confidential records: place in waste paper bin for disposal
• Confidential records: shred documents
• Deletion of Computer Records
• Transmission of records to an external body
• Cloud storage

The table below contains the retention period that we have assigned to each type of record. This 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.
Exceptional circumstances should be reported to Laura Williams without delay.
Date created: 03/10/20

Tax returns
10 years from end of fiscal year
Accounting & financial management information
6 years from end of fiscal year
Stock transfer forms and share certificates
10 years from purchase
Mailing lists
1 year after last action
Fire Risk Assessments
Retain until superseded
Policies/Procedures
7 years
Complaints
6 years from end of fiscal year
Building (i.e. lease/deeds)
Destroy 6 years after property is no longer occupied
Website FAQs
6 months from last action
Pat tests, fire hazard tests
6 years from last action
Register of members
Life of company
Memorandum of association
Life of company
Register of directors and secretaries
Life of company
Employer’s liability insurance certificates
Life of company
Intellectual property records:
50 years
Copyright material
50 years from expiry
Email records:
3 years
Email correspondence
Archive emails after 6 months

COOKIE POLICY
Please note you will need to remove/amend all highlighted text in this document.
INFORMATION ABOUT OUR USE OF COOKIES
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.
Cookies are essential for our site and enable us to:
(A) Estimate out audience size and usage pattern.*
(B) Store information about your preferences, and so allow us to customise our site and to provide you with offers that are targeted to your individual interests
(C) Speed up your searches.
(D) Recognise you when you return to our site.
(E) Allow you use our site in a way that makes your browsing experience more convenient, for example, by allowing you to store items in an electronic shopping basket between visits. If you register with us or complete our online forms, we will use cookies to remember your details during your current visit, and any future visits provided the cookie was not deleted in the interim.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control and we cannot accept any liability for the third party’s compliance with its legal obligations. These cookies are likely to be analytical/performance cookies or targeting cookies.
Advertising cookies can be de-activated by visiting the consumer page to manage the use of these types of cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Except for essential cookies, all cookies will expire after 6 months