Data Retention

In line with our Privacy Policy, we are required to retain information for a variety of purposes and periods. Details of those periods can be found herein. 

Online Scout Manager:

InformationRetention PeriodExceptions/Exclusions
NameTo terminationNone – Name is changed to Initials
Contact addressesTo terminationNone
Medical DetailsTo terminationNone
Meeting Attendance 3 years or 2 terms following 21st Birthday.Anonymised data only.
Event Attendance3 years or 2 terms following 21st Birthday.Anonymised data only.
Online Scout Manager Data Retention Periods.

Note – relevant data will be removed or anonymised from/on OSM as soon as an individual is identified as having left Scouting. An anonymised record will be retained for legal purposes until 3 years later, or until 1 term after the member’s 21st Birthday, whichever is later. Anonymised data contains member initials, date of birth, scouting start date, sectional start date. This record is also tied to meeting and event attendance records.

Electronic Accident/Near Miss Reporting System

InformationRetention PeriodExeceptions/Exclusions
Name3 years or 2 terms following 21st BirthdayNone
Contact address3 years or 2 terms following 21st BirthdayNone
Incident details3 years or 2 terms following 21st BirthdayNone
Outcome details3 years or 2 terms following 21st BirthdayNone
Electronic Accident/Near Miss Reporting System

Note – for the purpose of litigation we are required to retain a full record of all accidents and near misses until 3 years after the event, or 6 months after a member’s 21st Birthday. For the purpose of Scouting 2 terms will generally cover a 6 month period.

Microsoft 365

With the exception of the above data, users are encouraged to purge data from emails on a regular basis. Identifiable personal information is regularly purged from this system on a rolling 3 year basis.

Website Data

Cookie Data from our website is purged on a 90 day cycle.

Merchandise Sales are as follows:

DataRetention Period
Inactive Accounts1 year
Pending Orders7 days
Failed Orders7 days
Cancelled Orders6 months
Completed Orders3 years.
Online Store Retention Periods