{"id":7086,"date":"2025-01-30T09:27:42","date_gmt":"2025-01-30T09:27:42","guid":{"rendered":"https:\/\/edinburghfoodproject.org\/?page_id=7086"},"modified":"2025-01-30T10:33:20","modified_gmt":"2025-01-30T10:33:20","slug":"retention-policy","status":"publish","type":"page","link":"https:\/\/edinburghfoodproject.org\/retention-policy\/","title":{"rendered":"Retention policy"},"content":{"rendered":"\t\t
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retention policy<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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TYPE OF DATA<\/strong><\/p><\/td>

RETENTION PERIOD<\/strong><\/p><\/td><\/tr>

Recruitment records <\/strong><\/p><\/td>

\u00a0<\/strong><\/p><\/td><\/tr>

Application forms and CVs of applicants<\/p><\/td>

Six months after notifying candidates of the outcome of the recruitment exercise<\/p><\/td><\/tr>

Interview notes of applicants<\/p><\/td>

Six months after notifying candidates of the outcome of the recruitment exercise<\/p><\/td><\/tr>

Entitlement to work in UK checks<\/p><\/td>

Six months after notifying candidates of the outcome of the recruitment exercise<\/p><\/td><\/tr>

Background checks of applicants<\/p><\/td>

Six months after notifying candidates of the outcome of the recruitment exercise<\/p><\/td><\/tr>

Employee records<\/strong><\/p><\/td><\/tr>

Applications forms and CVs of employees<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Interview notes of employees<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Background checks of employees<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Entitlement to work in UK checks<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Payroll details<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Benefits details<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Performance reviews<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Next of kin details<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Leave\/absence records<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Training and development information<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Virtual learning online CPD records<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Pension arrangements<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Equal opportunities monitoring information<\/p><\/td>

To be anonymised upon collection<\/p><\/td><\/tr>

Appropriate workplace adjustments details<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Information relating to legal disputes involving\u00a0 employees<\/p><\/td>

Six years following the last activity on the matter<\/p><\/td><\/tr>

Information relating to grievance or disciplinary hearings<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

Volunteer records<\/strong><\/p><\/td><\/tr>

Contact details<\/p><\/td>

18months after last volunteering activity<\/p><\/td><\/tr>

Application forms and CVs<\/p><\/td>

18months after last volunteering activity<\/p><\/td><\/tr>

Volunteer timetable<\/p><\/td>

18months after last volunteering activity<\/p><\/td><\/tr>

Volunteer training<\/p><\/td>

18months after last volunteering activity<\/p><\/td><\/tr>

Trustee records<\/strong><\/p><\/td><\/tr>

Applications forms and CVs<\/p><\/td>

Six years following the end of Trustee relationship<\/p><\/td><\/tr>

Interview notes<\/p><\/td>

Six years following the end of Trustee relationship<\/p><\/td><\/tr>

Contact details<\/p><\/td>

Six years following the end of Trustee relationship<\/p><\/td><\/tr>

Trustee meeting information<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Service user records<\/strong><\/p><\/td><\/tr>

Food bank voucher records<\/p><\/td>

Six years following voucher date<\/p><\/td><\/tr>

Money Advice Service records<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Drop-in session records<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Food parcel records<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Household parcels records<\/p><\/td>

Six years following voucher date<\/p><\/td><\/tr>

Housing and welfare rights referrals information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Benefits referrals information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Energy saving referrals information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Employability referrals information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Mental health support information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Weekly wellbeing group for single parents information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Walkie Talkies Group information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Counselling referrals information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Wellness workshop information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Benefit application forms<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Grant application forms<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Debt advice and support information<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Bank account assistance records<\/p><\/td>

Six years following last contact with service user<\/p><\/td><\/tr>

Case studies and testimonials<\/p><\/td>

To be anonymised upon collection<\/p><\/td><\/tr>

Fundraising records<\/strong><\/p><\/td><\/tr>

Direct marketing campaign records<\/p><\/td>

Six years following last contact with donor<\/p><\/td><\/tr>

Donor management records<\/p><\/td>

Six years following last contact with donor<\/p><\/td><\/tr>

Donor contact details<\/p><\/td>

Six years following last contact with donor<\/p><\/td><\/tr>

Donor payments records<\/p><\/td>

Six years following last contact with donor<\/p><\/td><\/tr>

Website donations<\/p><\/td>

Six years following last contact with donor<\/p><\/td><\/tr>

Managing relationships with corp. partners<\/p><\/td>

Six years following last contact with donor<\/p><\/td><\/tr>

Fundraising events records<\/p><\/td>

Six years following the date of the event<\/p><\/td><\/tr>

Corporate records<\/strong><\/p><\/td><\/tr>

Board minutes<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Financial planning<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Warehouse audit records<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Transport management records<\/p><\/td>

Three years<\/p><\/td><\/tr>

Property management documents\/leasing documents<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Employers\/Public liability<\/p><\/td>

40 Years<\/p><\/td><\/tr>

Accident Books\/Reports<\/p><\/td>

3 years after last entry or end of investigation if later<\/p><\/td><\/tr>

Financial Records<\/strong><\/p><\/td><\/tr>

Purchase invoices<\/p><\/td>

Six years after the end of the current period<\/p><\/td><\/tr>

Pensions contribution records<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Actuarial Reports<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Annual Accounts<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Annual Reviews<\/p><\/td>

Permanently<\/p><\/td><\/tr>

Income Tax Records<\/p><\/td>

Six years after the end of the current period<\/p><\/td><\/tr>

VAT records<\/p><\/td>

Six years after the end of the current period<\/p><\/td><\/tr>

IT records<\/strong><\/p><\/td><\/tr>

User account details<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

IT security information<\/p><\/td>

Ten years<\/p><\/td><\/tr>

IT support information<\/p><\/td>

Six years after employment ends<\/p><\/td><\/tr>

E-referral system records<\/p><\/td>

One year following last contact with service user<\/p><\/td><\/tr>

CCTV footage<\/p><\/td>

30 days<\/p><\/td><\/tr>

Supplier contracts<\/strong><\/p><\/td><\/tr>

Contracts<\/p><\/td>

One year after contract end<\/p><\/td><\/tr><\/tbody><\/table>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

retention policy TYPE OF DATARETENTION PERIODRecruitment records \u00a0Application forms and CVs of applicantsSix months after notifying candidates of the outcome of the recruitment exerciseInterview notes of applicantsSix months after notifying candidates of the outcome of the recruitment exerciseEntitlement to work in UK checksSix months after notifying candidates of the outcome of the recruitment exerciseBackground checks […]<\/p>\n","protected":false},"author":17,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":"","site-sidebar-layout":"no-sidebar","site-content-layout":"page-builder","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"disabled","ast-breadcrumbs-content":"","ast-featured-img":"disabled","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"class_list":["post-7086","page","type-page","status-publish","hentry"],"yoast_head":"\nRetention policy - 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