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