This document describes the data protection and retention policy of Bethany Hall 6.3.5. Club, Gourock, revised 5^th August 2018.

1. How is your information stored?

(a) The register

The information we hold on you and your child is printed on hard copy and maintained in a physical folder known as the register. The register comprises two information sheets; one sheet lists the child’s name, address, date of birth, and recent attendances. This sheet is used to record weekly attendances, and is visible to the children at the 6.3.5. Club as they have their attendance taken. A second sheet in the register contains contact telephone numbers; it is not normally displayed but is available if the need arises. The register is kept at Bethany Hall, Drumshantie Road during the Club, but at other times it is in the care of one of the leaders.

(b) On a computer

The register is refreshed approximately every month from computer records. The computer is connected to the internet but protected by a password and firewall, and remote logins are disabled. The computer records are generated from the information provided on the consent forms, together with details of recent attendances. “Special needs” are not recorded on the computer and do not appear on the register, these are noted by the workers reviewing the consent forms and actioned if necessary.

(c) Consent forms

Consent forms are retained for a maximum of two years and then shredded.

(d) Temporary hard copies

The only hard copy which normally exists is the register. However, occasionally, temporary hard copies of some information may be created for the needs of e.g. visitation or outings. These copies are in the care of the leader to whom they are issued, and will be destroyed after use.

2. Where is your information kept

The register is kept at Bethany Hall, Drumshantie Road during the Club. Other than this, no personal information (aside from accident records) is kept at Bethany Hall. The minibus does not normally carry personal information; if such is required a phone call can be made from the minibus to the leaders at Bethany Hall. The information is stored (in hard copy and computer) at the address of one of the leaders of the 6.3.5 Club. No information is uploaded to/via the internet.

3. How long is your information retained?

Once a child has attended the 6.3.5. Club two or three times, his/her information will be entered into the computer and will subsequently appear on the register. At the start of a new session (normally in September), a new computer file and new register are created; only the details of children who attend in the new session will appear on the new file and register. Hard copies of the register of the previous session are shredded. The computer file from the previous session is retained, and the data may continue to be used by us (unless a specific erasure request is received). We will not use (process) information more than two years old. Information from previous sessions is archived on the computer indefinitely in case it is required by law. Consequently a request for data erasure would normally only result in data being erased from the current file and the register, but not from archived data.