Retention Policy Legal Wales
1. ABOUT THIS POLICY
1.1 Legal Wales establishes retention or destruction schedules or procedures for specific categories of data. This is done to ensure legal compliance (for example, with our data protection obligations) and accomplish other objectives, such as good governance of a not-for-profit organisation.
1.2 Officers of Legal Wales will comply with the retention periods listed in the record retention schedule below.
1.3 This is version 1 dated January 2021.
2. GOVERNANCE RECORDS
Type of Data - General information about externally developed IT infrastructure, software and systems for internal or external use.
Retention Period - 10 years (unless classified as Historical records)
Reason - Good practice for not-for-profit organisations.
Type of Data - Details of Members of the Legal Wales Board and Executive Committee.
Retention Period - 10 years after stepping down (unless classified as Historical Records)
Reason - Governance good practice
Type of Data - Minutes of the Legal Wales Board and Executive Meetings.
Retention Period - 10 years (unless classified as Historical records)
Reason - Good practice for an organisation with Legal Wales’ objects
3. IT RECORDS
Type of Data - General information about externally developed IT infrastructure, software and systems for internal or external use.
Retention Period - 7 years from decommissioning of system.
Reason - Contractual obligation and Limitation period
Comments - See also Procurement Section
Type of Data - Contracts and agreements (software licences, support agreements, hardware agreements etc.).
Retention Period - 7 years from expiry of the agreement
Reason - Limitation period
Comments - See also Procurement Section
4. CONTACT RECORDS
Type of Data - Contact database, lists of persons who have asked to be informed of Legal Wales News and Events or who have participated in events.
Retention Period - 3 years from last contact.
Reason - Business Need
Comments - Period considered sufficient to establish if continuing interest in Legal Wales activities.
Type of Data - Details of learners and students under the age of 18 taking part in programmes and events aimed at future lawyers and tertiary students of law.
Retention Period - 1 year from the end of the programme attended.
Reason - Business need and to enable handling of feedback and complaints.
Comments - Period considered sufficient for the reasons given. Participants who have reached the age of 18 will have the opportunity to elect to join an alumnus database.
Type of Data - Learners and students who have attended programmes run by Legal Wales itself or in conjunction with other organisations with similar objects (e.g. the Lord Edmund-Davies Legal Education Trust) and who have asked to join Legal Wales’ alumni database (and if not on the general contact database).
Retention Period - 3 years from last contact.
Reason - Business Need
Comments - Period considered sufficient to establish if continuing interest in Legal Wales activities.
Type of Data - Press releases
Retention Period - 5 years from publication unless Historical records (see section 1 above).
Reason - Business Need
Type of Data - Complaints handling
Retention Period - 6 years from settlement or closure.
Reason - Business need and limitation period
Type of Data - Website analytics reports from cookies and other similar technology
Retention Period - 2 years
Reason - Business need
Comments - This refers to the output from information obtained via cookies. No firm period recommended by the ICO, although the French regulator recommends 25 months from collection and, for Google Analytics the DMA recommends 2 years. Cookies themselves may be set for different periods depending on the function of the cookie.
5. LEGAL RECORDS
Type of Data - Data subject rights requests.
Retention Period - 6 years from closure of request
Reason - Limitation period
Type of Data - Details of Members of the Legal Wales Board and Executive Committee.
Retention Period - 6 years from being superseded
Reason - Business need and limitation period in the event of a related claim
Type of Data - Insurance claims
Retention Period - 3 years after settlement
Reason - Limitation period