Retention Policy

Retention policy

We are committed to maintaining the privacy of everyone that comes into contact with us. However, we need a lot of documentation to run on an every day basis and we need to ensure that the data that we keep is held for an appropriate amount of time and then destroyed. Below you will see listed the documents that we keep and the retention period for them.

If you have any questions please contact Christine Brown, Director at Enquiries@LCANDCTA.CO.UK. Please see our privacy statement for more information about what we do with your data, how it is kept and how it is destroyed.

Document Minimum retention period after last active use
Client correspondence Reviewed bi-annually and destroyed/removed.
Client contact information 7 years
Client assessment records 7 years
Client session records 7 years
Client leavers questionnaires and testimonials 7 years
Client SDQs and CORE Indefinitely electronically/ destroyed after 7 years on paper
Waiting lists 1 year after placement
Room hirer contact details 2 years after ending 7 years QB
Room hire contracts 2 years
Room hire correspondence Reviewed bi-annually and destroyed/digitally removed
Room hire invoices 7 years online QB
Associate and volunteer contact information 2 years after ending - Associates 7 years after ending - counselling Associates
Associate CVs and contracts 2 years after ending 3 years after ending - counselling Associates
CPD records 1 year
Supporter contact information 2 years/ when unsubscribed
Supporter correspondence 2 years
Supporter donations 7 years
Events files 2 years
Governance documentation Forever
Insurance documentation Forever
Financial reports and accounting records 7 years
Bid documents 7 years
Bank details of Associates/organisations 2 years following end of work with LCANDCTA
Health and safety policies Current
Accident books and records 7 years

‘Policies can be ratified at anytime if change to Government guidelines or not effective in practice’

Date policy ratified: 1/2/2019

Date of review: Directors meeting 11thJuly 2020

We welcome all enquiries