
Appendix 1
Business function | Purpose of processing | Categories of individuals | Categories of personal data | Categories of recipients | Retention schedule (if possible) | General description of technical and organisational security measures (if possible) |
Finance | Payroll | Employees | Contact details | HMRC | 5 years post-employment | Encrypted storage and locked filing cabinet |
Finance | Payroll | Employees | Bank details | HMRC | 3 years post-employment | Encrypted storage and locked filing cabinet |
Finance | Payroll | Employees | Pension details | HMRC | 75 years post-employment | Encrypted storage and locked filing cabinet |
Finance | Payroll | Employees | Tax details | HMRC | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Personel file | Employees | Contact details | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Personel file | Employees | Pay details | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Personel file | Employees | Annual leave details | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Personel file | Employees | Sick leave details | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Recruitment | Successful candidates | Contact details | Referee | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Recruitment | Successful candidates | Qualifications | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Recruitment | Successful candidates | Employment history | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Recruitment | Successful candidates | Ethnicity | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Recruitment | Successful candidates | Disiability details | N/A | 6 years post-employment | Encrypted storage and locked filing cabinet |
HR | Safeguarding | Successful candidates | DBS Information & Imigration proof | N/A | 25 years (Insurance requirement) | Encrypted storage and locked filing cabinet |
HR | Recruitment | Unsuccessful candidates | Contact details | N/A | 6 months post-campaign | Encrypted storage and locked filing cabinet |
HR | Recruitment | Unsuccessful candidates | Qualifications | N/A | 6 months post-campaign | Encrypted storage and locked filing cabinet |
HR | Recruitment | Unsuccessful candidates | Employment history | N/A | 6 months post-campaign | Encrypted storage and locked filing cabinet |
HR | Recruitment | Unsuccessful candidates | Ethnicity | N/A | 6 months post-campaign | Encrypted storage and locked filing cabinet |
HR | Recruitment | Unsuccessful candidates | Disiability details | N/A | 6 months post-campaign | Encrypted storage and locked filing cabinet |
HR | Recruitment | Trustees | Contact details | Charity Commission | 1 year post attendance | Encrypted storage and locked filing cabinet |
HR | Recruitment | Trustees | NI details | Charity Commission & VAT | 1 year post attendance | Encrypted storage and locked filing cabinet |
Youth Work delivery | Safeguarding | Young People | Young people's membership forms | N/A | 6 year post attendance | Encrypted cloud based storage |
YWD | Safeguarding | Young People | Parental consent forms | N/A | 6 year post attendance | Encrypted cloud based storage |
YWD | Safeguarding | Young People | Educational Health Care Plans | N/A | 6 year post attendance | Encrypted cloud based storage |
YWD | Advertising, reports and records | Young People | Photographs & videos | N/A | 4 year post attendance | For Public use |
Youth Clubs | Advertising, reports and records | partners | contact details | General public | 1 Year post closure | web site & encrypted storage |
Business | Income generation | Clients | Required by DBS | DBS | On receipt of DBS check received | Encrypted storage |
Business | Income generation | Clients | Invoicing details | invoicing data | 1 year post booking | Encrypted storage |