6 years after last financial transaction on customer account, or on a child account that is linked to the record
Administrative business need
Membership forms
Scanned copy on Sharepoint, then hard copy is shredded
4 years
You have signed the health commitment statement on the document
Southampton Sport Membership details
Gladstone
2 years
Administrative business need
Course and Class attendance details
Gladstone
See your Activity customer record held by Gladstone
Administrative business need
Southampton Sport BANNED customers
Gladstone
Permanent record, but all superfluous data removed 6 years after last financial transaction on customer account, or on a child account if linked to the record
Administrative business need
Customer email correspondence
Southampton Sport and Watersports email inboxes and Gladstone
Received emails deleted from email accounts as soon as dealt with. Sent items are kept for 1 year. Important emails or complaints are copied on to the customer's Gladstone record (See your Activity customer record held by Gladstone)
Administrative business need
Club email correspondence
Southampton Sport email inbox and Gladstone
Emails in inbox kept for 1 year and permanently on club Gladstone record
Administrative business need
Students' Union team lists
Sharepoint
1 year
Administrative business need
Casual instructor details
Spreadsheet
Casual staff contracts end on the 31 July each year. If they do not intend to work again in August of that year it should be deleted.
Administrative business need
First Aid and Incident forms
Paper form scanned as a PDF and stored on Sharepoint
7 years
Administrative business need
Details of those paying for boat storage
Gladstone
For the duration of the contract or 12 months
Administrative business need
Bursary and TASS Athlete information (lifestyle support)
Word and Excel records kept on private Sharepoint group
1 year after they have completed TASS or Bursary contract with UoS
Administrative business need
Bursary applications
Paper form scanned and stored on Sharepoint
4 years
Administrative business need
Medical forms: Watersports
Paper form
End of course
Administrative business need
Medical forms: Kids' Camp Activity Days
Emailed to Southampton Sport email account by webform; data transferred to spreadsheet for course
End of course
Administrative business need
Medical forms: Jubilee Swimming Academy
Emailed to Southampton Sport email account by webform; data transferred to Swimsoft
1 year following the end date of the last term of lessons attended
Administrative business need
RYA Online Portal
Data inputted by Southampton Sport staff to allow the client to log on and do the course they wish after they have paid for the product
Deleted after input
Administrative business need
Active Nation list from us from our system
Gladstone and Email web form submitted for Consent to Share data. Spreadsheets stored on Sharepoint
See your Activity customer record held by Gladstone. Emails and spreadsheets kept for 1 year
Administrative business need
Active Nation holding our data
Active Nation System
Held for as long as it takes us to send new data to them
Administrative business need
Customer record (Swimsoft)
Swimsoft
6 years after the end date of the last term of lessons attended
Administrative business need
Yacht charter details
Paper forms, and customer and booking info on Gladstone
Paper forms 4 years, scanned in and shredded. see your Activity customer record held by Gladstone
To meet MCA Guidance
Kids' Camp Activity Days information
Gladstone and spreadsheet on Sharepoint
Spreadsheet is kept for 1 academic year, after the event. Customer and Booking information, see your Activity customer record held by Gladstone
To meet OFSTED requirements
Kids' Camp Activity Days and JSA Lessons Safeguarding Issues and Concerns
Sharepoint
21 years
To meet OFSTED requirements
External bookings across sites - new system
Booking form received via email and kept on Sharepoint
Email booking form deleted once attached to Sharepoint. Customer and Booking information, see your Activity customer record held by Gladstone
