Data Retention Schedule

1. Membership Records

  • Active Members:

    • Retention Period: For the duration of the membership.

    • Purpose: To manage the membership, provide services, and fulfill contractual obligations.

    • Action After Membership Ends: Archive for potential reinstatement.

  • Archived Membership Records (former members):

    • Retention Period: 6 years after cancellation.

    • Purpose: To allow reinstatement, retain for legal/statistical purposes, and respond to inquiries.

    • Action After Retention Period: Permanently delete.

2. Financial Data

  • Invoices, Payments, and Membership Fees:

    • Retention Period: 6 years from the end of the financial year the data relates to.

    • Purpose: To comply with legal obligations (e.g., tax audits).

    • Action After Retention Period: Securely delete.

  • Refunds or Payment Disputes:

    • Retention Period: 6 years after resolution.

    • Action After Retention Period: Securely delete.

3. Communications Data

  • Email Correspondence:

    • Retention Period: 2 years from the date of cancellation of membership or last communication.

    • Purpose: To respond to follow-up queries or disputes.

    • Action After Retention Period: Delete unless part of ongoing inquiries.

  • Marketing Preferences:

    • Retention Period: Until consent is withdrawn or 2 years after membership ends.

    • Action After Retention Period: Delete.

4. Event Participation Data

  • Event Registrations and Attendance Records:

    • Retention Period: 2 years after the event.

    • Purpose: For reporting, analysis, and record-keeping.

    • Action After Retention Period: Anonymize or delete.

5. Complaints and Disputes

  • Complaint Records:

    • Retention Period: 6 years after resolution.

    • Purpose: To respond to legal claims or audits.

    • Action After Retention Period: Securely delete.

6. Statistical/Analytical Data

  • Anonymized Membership Data:

    • Retention Period: Indefinitely.

    • Purpose: For reporting and improving services.

    • Action After Retention Period: Not applicable as the data is anonymized.

7. Employment Data (for employed members)

  • Retention Period: Align with relevant employment data retention laws (e.g., payroll data for 6 years).

  • Purpose: Legal compliance.

  • Action After Retention Period: Delete.

Data Archiving Protocol

  1. Data for canceled memberships is moved to an archived database within 30 days of cancellation.

  2. Access to archived data is limited to authorized personnel only.

  3. Regular audits ensure data is deleted in line with the schedule.

General Notes

  • Access Control: Ensure all personal data is securely stored with access limited to necessary personnel.

  • Member Rights: Allow members to request access to, correct, or delete their data at any time (where applicable).

  • Destruction Process: Use certified deletion tools or physical shredding for sensitive data.