We have a records retention policy which sets out how long we will keep you information for. In some cases the retention periods are governed by law, in other cases it is best practice.

Ataxia UK Retention Policy

Fundraising and events

Record Type

Length held

Reason

Change of address

2 years

Best practice

Consent to Direct Mail

We will hold for 7 years

For compliance with data protection law and privacy law

Correspondence about donations

We will hold for 7 years from the end of the fiscal year 

For compliance with Companies Act/Charities Act

Gift Aid claims

We will hold for 7 years from the end of the fiscal year in which the last payment under the declaration was made

This evidence is required by HMRC inspections/Limitations Act 1980

Gift Aid declarations

We will hold for 7 years from the end of the fiscal year in which the last payment under the declaration was made

For compliance with the Finance Act 1988 Sch 18 (Declarations continue in force until revoked or cancelled)

Image consent forms

Although image consent has no time limit, in practice we no longer use photos after 5 years. We review our photo library every 6 months

Legacies

We will hold for 7 years after the estate has been wound up for legal and contract reasons

Health declarations

Indefinitely

Retained for statistical purposes

Raffles/Lottery returns

We will hold for 3 years after the draw

In accordance with Best Practice

Registration forms

7 years

For contract law purposes and public liability

Requests to be removed from Direct Mail lists

7 years

To demonstrate compliance with data protection and privacy law

Requests for information from Data Subjects

7 years

Best practice

Event sponsorship forms

7 years from end of fiscal year

To comply with the Finance Act 1988

Supporter credit card number

We do not retain these in accordance with Payment Card Industry Data Security Standards (Requirement 3)

Supporter credit card verification codes

We do not retain these in accordance with Payment Card Industry Data Security Standards (Requirement 3)

For Recruitment and volunteering information

Bank details of future employees

Length of employment for the purposes of paying salary

To comply with the Data Protection Act 1998

Consent to process special category data

Length of employment + 7 years after the end of employment

To comply with the Data Protection Act 1998

Contracts of employment, written particulars of employment and any changes

Length of employment + 7 years after employment ceases

Bets Practice

Job applicants

If unsuccessful we will hold for 1 year after notification then destroyed

To demonstrate compliance , if necessary, with the Equalities Act

Job descriptions

We will hold for 3 years after employment ceases

In accordance with Bets Practice

References

We will hold for 7 years after employment ceases

In accordance with the Limitations Act 1980

For other records

Complaints Correspondence

We will hold for 7 years from completion of action

Best Practice

Subject Access Requests

We will hold 7 years after last action

For contract purposes and in accordance with the Data Protection Act 1998.

Health declarations

Indefinitely

Retained for historical and statistical purposes until no longer necessary

Helpline queries

Indefinitely

Retained for historical and statistical purposes until no longer necessary

(Updated July 2018)