Retention Responsible Data description policy officer Finance purchase ledgers, record of payments made, – invoices, bank paying in counterfoils, bank statements, 7 years Group Treasurer remittance advices, correspondence regarding donations, bank reconciliation. Finance Receipt cash book and sales ledger 10 Group Treasurer r – Finance - Fixed assets register Indefinitely Group Treasurer 6 years after Finance Deed of covenant/Gift aid declaration and last – Group Treasurer legacies payment made Buildings Deeds of title Indefinitely Secretary – 15 after Buildings Leases Group Secretary – expiry 1 year Buildings Documentation regarding plant and machinery Group Secretary – after disposal 13 years Buildings records of major refurbishments, after – Group Secretary warranties, planning consent, health & safety files. completion of project Trustee’s minutes Indefinitely Group Secretary Annual accounts and annual reports Indefinitely Group Secretary 7 years after Investment and insurance policy records Group Treasurer disposal Insurance policies Indefinitely Group Secretary Employer’s Liability insurance certificate 40 years Group Secretary Health and safety records 3 years Group Secretary Contract with customers, suppliers or agents, licensing agreements, rental/ 6 years are hire purchase agreements, expiry or Group Secretary indemnities and guarantees and termination other agreements or contracts Our Security Policies The following security policies will apply to the storing of personal data as outlined in this policy. These security policies are mandatory. Overarching policies
Data description Retention policy Responsible officer Finance – purchase ledgers, record of payments made, invoices, bank paying in counterfoils, bank statements, remittance advices, correspondence regarding donations, bank reconciliation. 7 years Group Treasurer Finance – Receipt cash book and sales ledger 10 Group Treasurer r Finance - Fixed assets register Indefinitely Group Treasurer Finance – Deed of covenant/Gift aid declaration and legacies 6 years after last payment made Group Treasurer Buildings – Deeds of title Indefinitely Secretary Buildings – Leases 15 after expiry Group Secretary Buildings – Documentation regarding plant and machinery 1 year after disposal Group Secretary Buildings – records of major refurbishments, warranties, planning consent, health & safety files. 13 years after completion of project Group Secretary Trustee’s minutes Indefinitely Group Secretary Annual accounts and annual reports Indefinitely Group Secretary Investment and insurance policy records 7 years after disposal Group Treasurer Insurance policies Indefinitely Group Secretary Employer’s Liability insurance certificate 40 years Group Secretary Health and safety records 3 years Group Secretary Contract with customers, suppliers or agents, licensing agreements, rental/ hire purchase agreements, indemnities and guarantees and other agreements or contracts 6 years are expiry or termination Group Secretary Our Security Policies The following security policies will apply to the storing of personal data as outlined in this policy. These security policies are mandatory. Overarching policies
Data%20Protection%20%26%20IT%20Security%20Policy.docx