Data Retention Policy

  1. Our commitment to your privacy

We are committed to keeping the personal details of our members and supporters safe and we will never sell your personal data.  With your permission, we determine why and how your personal data is used as per our Privacy Policy.  Should you wish to find out more about our Privacy Policy the full policy can be read here or contact:

Director of Marketing & Fundraising,
Warwickshire Wildlife Trust, Brandon Marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW

Telephone: 024 7630 2912 
Email: enquiries@wkwt.org.uk

Our office hours are Monday – Friday, 9am – 5pm.

  1. Data retention

We will only keep information about you for as long as we need to.  We make sure that any companies which process your data on our behalf (such as our mailing house) do the same.  We have varying retention periods for different categories of information depending on our legal obligations and whether there is an administrative need, such as answering member queries.

Type of data

Acceptable Retention Period

Method of destruction

Membership database records (including survey and legacy data)

Indefinitely, for statistical analysis

N/A

Donor database records

7 years after the last donation.  Details concerning major donations (greater than £500) will be held indefinitely.

Bulk deletion of records by membership administrator

Volunteer emergency contact and medical information

1 month after the volunteer has notified the Trust they no longer wish to volunteer

Deletion of records by Volunteer Coordinator

Volunteer address and contact details

1 year after the volunteer has notified the Trust they no longer wish to volunteer, UNLESS there are associated membership, donor or campaign records, in which case the relevant policies apply

Bulk deletion of records by Volunteer Coordinator

Volunteer e-file

1 year after the volunteer has notified the Trust they no longer wish to volunteer

Bulk deletion of records by Volunteer Coordinator

Volunteer data: correspondence and reports related to complaints and / or disciplinary procedures

To be determined on a case by case basis by Volunteer Co-ordinator / Senior Manager

Deletion of records by Volunteer Coordinator. Hard copies shredded if applicable

Volunteer attendance / participation records

Indefinitely for statistical analysis

N/A

Volunteer training records

Indefinitely for statistical analysis

N/A

Volunteer EDI information

Indefinitely for statistical analysis

N/A

Event data

Indefinitely for statistical analysis

N/A

Campaign data

Indefinitely, for engagement (with consent) and statistical analysis

N/A

Job applications

6 months

Hard copies are shredded by Human Resources. Electronic applications are deleted by Human Resources.

Website retail orders

Indefinitely, for statistical analysis

N/A

Enquiries

3 months

Email deletion

 

  1. Data deletion

If you ask us to delete your personal information, we will anonymise your contact details, and delete all personal information from records of past communication. If you want your personal information deleted, please contact Warwickshire Wildlife Trust.

  1. Further information

Director of Marketing & Fundraising,
Warwickshire Wildlife Trust, Brandon Marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW

Telephone: 024 7630 2912 
Email: enquiries@wkwt.org.uk

Our office hours are Monday – Friday, 9am – 5pm.

This policy was last updated May 2022