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Data Retention Schedule

Updated November 2023

 

Disability Sport Wales Programmes

Title of Record Retention Period

Name, email address and telephone number of attendees at DSW and Partnership Events (e.g. insport Series, fundraising events, networking events).
Record owner: Governance and Partnership Manager

 3 years after event registration

Photographs taken at DSW and Partnership Events (e.g. insport Series, fundraising events, networking events).
Record owner: Governance and Partnership Manager

 5 years after event

Photographs taken at DSW and Performance Pathway Sessions.
Record owner: Chief Executive Officer

 Duration of involvement with Performace Pathway plus 5 years
Correspondance sent through the Contact Us or Contact an Officer or Team pages of disabilitysportwales.com.
Record owner: Chief Executive Officer		 Duration of active correspondance plus 60 days

Expressions of interest, including contained contact details, to engage with Disability Sport Wales volunteering opportunities.
Record owner: Governance and Partnership Manager

 Duration of active engagement plus 3 years

Expressions of interest, including contained contact details, to join the Disability Sport Wales National Youth Board.
Record owner: National Youth Board Co-ordinator

 Duration of active engagement plus 12 months

Personal data captured within UK Disability Inclusion Training (UK DIT) evaluation forms.
Record owner: Chief Executive Officer

 4 years after completion of workshop date

insport Reports from Panel.
Record owner: insport Senior Officer

 Permanent

Get Out Get Active (GOGA) Registration for an active participant.
Record owner: Governance and Partnership Manager

 Duration of active engagement plus 12 months

Get Out Get Active (GOGA) Registration for a lapsed participant.
Record owner: Governance and Partnership Manager

 12 months after the end of GOGA  (December 2023)

 

Finances

Title of Record Retention Period

Payroll records
Record owner: Chief Executive Officer

 7 years after audit

Supplier contracts
Record owner: Chief Executive Officer

 7 years after termination of the contract

Chart of accounts
Record owner: Chief Executive Officer

 Permanent

Financial Policies and Procedures
Record owner: Chief Executive Officer

 Permanent

Financial Statements
Record owner: Chief Executive Officer

 Permanent

Invoices
Record owner: Chief Executive Officer

 7 years

Cancelled cheques
Record owner: Chief Executive Officer

 7 years

Business Expenses Documents
Record owner: Chief Executive Officer

 7 years

Asset Inventory
Record owner: Chief Executive Officer

 7 years

Credit Card Receipts
Record owner: Chief Executive Officer

 7 years

Cash Receipts / Records
Record owner: Chief Executive Officer

 7 years

 

Governance

Title of Record Retention Period

Articles
Record owner: Disability Sport Wales Board of Trustees

 Permanent

Board Policies
Record owner: Disability Sport Wales Board of Trustees

 Permanent

Minutes of Board Meetings
Record owner: Disability Sport Wales Board of Trustees

 Permanent

Team Meeting Records
Record owner: Chief Executive Officer

 Permanent

 

Human Resources

Title of Record Retention Period

Disciplinary or Grievance Procedures
Record owner: Chief Executive Officer

 Duration of employment plus 2 years

Successful applications for de/employment
Record owner: Chief Executive Officer

 Duration of employment plus 2 years
Unsuccessful applications for de/employment
Record owner: Chief Executive Officer		 6 months
Salary Records
Record owner: Chief Executive Officer		 7 years

Employee Bank Details
Record owner: Chief Executive Officer

 Duration of employment plus 2 years

Annual Leave Records
Record owner: Chief Executive Officer

 Duration of employment plus 2 years

Other Leave Forms (Sickness, Parental, Maternity, Adoption, Special, etc.)
Record owner: Chief Executive Officer

 Duration of employment plus 2 years

Training and Development Records
Record owner: Chief Executive Officer

 Duration of employment plus 2 years

Signed Employee Contracts
Record owner: Chief Executive Officer

 Permanent

Contract amendments
Record owner: Chief Executive Officer

 Permanent

Successful Tender Documents
Record owner: Chief Executive Officer

 Budget Holder

Unsuccessful Tender Documents
Record owner: Chief Executive Officer

 Budget Holder
Complaints
Record owner: Chief Executive Officer		 Permanent

 

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