Community and environmental services directorate retention schedule

Highway and Traffic Enquiry

Name, address, email, phone number of customers - voluntarily given by customer.

Electronic.

Retained for periods defined for claims as may relate to claims.

Insurance Services Requirement.

Claims Information

Name, address, email, phone, personal photos, medical history, insurance history.

Electronic and paper.

Retained for period of claim, then moved to archive for:

Children - until 21 years and 4 months or 10 years after end of claim process whichever is greatest.

Adults - 10 years after end of claim process.

Secure disposal.

Insurance Services Requirement.

Local Staff Information

Personal information about staff such as one-to-one/supervision, RTW notes, etc.

Electronic and paper (secure cabinet).

Retain until no longer employed, then in line with HR retention period.

Secure disposal.

Residents Parking Consultations

Name, address, email, phone number of residents - voluntarily given.

Electronic.

Retained until scheme has been implemented and any appeals/scrutiny completed.

Secure disposal.

Traffic Management Act 1984.

Accident Data

Details of accidents on Blackpool Roads supplied by Lancashire Constabulary.

Electronic.

10 years to enable trend identification.

Secure disposal.

Road Schemes and Projects

Details of road schemes and projects undertaken in the town.

Electronic.

Defined by individual funding streams. Example, up to 16 years after completion of project for ERDF.

Secure disposal.

Funding Streams That May include LTP, Specific DFT Invited Bid Projects. Retention Matched to Requirements.

Highways Inspections

Reports and photographs of potholes on highways.

Electronic.

Retained for periods defined for claims as may relate to claims.

Insurance Services Requirement.

Damage / Building Claims

Damage or building claims from infrastructure works. Name, address, photographs, description, etc. and all related correspondence.

Electronic and paper.

Retained for period of claim, then moved to archive for 10 years after end of claim process.

Secure disposal.

Insurance Services Requirement.

Accident at Work Records

Records of accidents on highways infrastructure projects - details of accident, name, etc.

Electronic and paper.

In line with health and safety retention period.

Secure disposal.

Health and Safety at Work Act.

Housing Licence Applications

For additional, selective, or mandatory licences

application form with details of licence holder, date of birth, address and criminal convictions if applicable fit and proper checks, land registry, gas safe certificates, electrical installation reports - details of external contractors.

Electronic and paper.

Electronic copies held on property database created 2011.

Property database records archived for history on property.

Paper copies disposed of securely after scanning and upload process.

Housing Act 2004 Part 2 and 3.

Public Register of Mandatory Licences.

Land Charges Act 1925 and 1972.

Housing Disrepair Complaints

Complaints received from tenants/support networks/Customer First - personal details of tenants, address telephone number.

Electronic.

Electronic copies kept on database attached to the property record.

Property database records archived for history on property.

Housing Act 2004 Part 1.

Land Charges Act 1925 and 1972.

Anti-Social Behaviour Records (ASB)

Personal details of ASB perpetrators, date of birth, address, complaints of ASB and victim details. Community protection warning letters.

Electronic.

Held on database created 2016.

6 years plus current year.

Secure disposal.

ASB Crime and Policing Act 2014.

Housing Act 2014.

Statutory Notices (Disrepair)

For improvement, prohibition order, or emergency prohibition order.

Name and address of owner/managing agents of property.

Electronic.

Held on property database.

Property database records archived for history on property.

Registered charge sent to Land Registry but details removed if notice is revoked.

Housing Act 2004 Part 1.

Land Charges Act 1925 and 1972.

Officers PACE Notebooks

Details of properties, DOBs of occupiers notes on disrepair.

Paper.

Kept for referral back to incidents up to 6 years plus current year.

Destroyed when officer leaves employment and no enforcement action ongoing relating to entries.

PACE Act.

Housing Act 2004.

Prosecutions

Details of prosecutions, letters issued landlords and tenants.

Electronic.

Electronic storage is checked on an annual basis to dispose of details not required or beyond effective use.

Housing Act 2004.

Local Staff Files

Personal details of staff, occupational health reports. Held by manager.

Electronic.

Until no longer employed then in line with HR retention period.

Secure disposal.

Invoices

Charges for statutory notices, and licences.

Electronic and paper.

6 years plus current year.

Securely destroyed (confidential shredding).

Housing Act 2004.

Value Added Tax Act 1997 Sch 11 Para 6.

Prosecutions

Tribunal Hearings/ASB Closures

Paper copies of witness statements/other statements/photographs and complete files taken to court/tribunal.

Electronic and paper.

Paper copies scanned and uploaded then destroyed after hearing and appeal period.

Housing Act 2014.

Anti-Social Behaviour Crime and Policing Act 2014.

Additional Bag/

Contaminated Bins

Request forms.

Name, address, contact number.

Electronic.

2 years.

Securely disposal.

Environmental Protection Act 1990.

Assisted Collections

Referral/request form containing name, address, contact number, date of birth, GP surgery details and details of disability.

Electronic.

Until service no longer required then archived for 12 months before secure deletion.

If a service request is placed on temporary hold, archived for up to 12 months then reinstated and above applies.

Environmental Protection Act 1990.

Bulky Matters Collection

Online request form.

Name, address, contact number, email address, description of items to be collected and payment details.

Electronic.

12 months after collection of items and closure of request.

Secure disposal.

Environmental Protection Act 1990.

Green Waste Enrolment

Enrolment forms and ongoing registration/subscription record for green waste bin collection services.

Name, address, contact number, email address, payment details.

Electronic.

Until service no longer required then archived. Retained in archive for 2 years.

Secure disposal.

Environmental Protection Act 1990.

Green Waste Renewal

Renewal forms.

Name, address, contact number, email address and payment details.

Electronic.

Securely deleted once ongoing registration/subscription record updated with renewal details.

Secure disposal.

Environmental Protection Act 1990.

Missed Collection

Records of reports of missed collections at domestic residences.

Name, address, contact number.

Electronic.

12 months for statistical purposes.

Secure disposal.

Environmental Protection Act 1990.

Residential Bin

Records of requests for repairs, delivery or removal of residential bins.

Name, address, contact number and email address.

Electronic.

12 months after request completed. Archive for 2 years.

Secure disposal.

Environmental Protection Act 1990.

Waste Enquiries

General enquiries regarding waste collections. Name, address, contact number, email address.

Electronic.

12 months after enquiry responded to. Archive for 2 years

Secure disposal.

Environmental Protection Act 1990.

CCTV and ANPR

Images captured at HWRC site.

Electronic.

30 days then auto-deleted.

Surveillance Camera Commissioner's Code of Practice.

Information Commissioner's Code of Practice.

Council Camera Code of Practice.

HWRC Shop - Warranties

Copies of warranties issued for certain items sold in HWRC Shop.

Names and addresses, description of item.

Paper.

Held until warranty expires.

Secure disposal (confidential shredding).

Coach Driver/ Company Details

Illuminations coach competition entry forms containing contact details for coach companies including driver name, coach company, company address, telephone number and email address.

Paper.

1 year plus current year.

Secure disposal.

Designs

Designs for new illumination pieces/ sets/installations.

Electronic.

Permanent.

Since 2010 held electronically.

Previous designs held on paper transferred to town archives.

Town History.

Local Staff Records

Staff records held locally by managers for sickness/RTW, training, emergency contact etc.

Paper in secure store and electronic.

Until no longer employed then in line with HR retention period.

Secure disposal.

Job Cards

Time allocated/spent on each job.

Paper.

Retained for estimation of future jobs.

Destroyed when beyond effective use.

Application Forms - Seasonal Workers

Application forms for seasonal work.

Paper and electronic.

Retained for 12 months in line with HR retention period.

Secure disposal.

Employment Law

Request For Service

Request details including name, address, contact number and email. Services include:

• Collection of rubbish.
• Graffiti cleaning.
• Grit bin replenishment.

Electronic.

3 years to establish pattern/trends.

Secure disposal.

Common Practice.

Complaints

Complaint details including name, address, contact number and email. Complaint description.

Electronic.

6 years from date complaint closed.

Secure disposal.

Limitation Act 1980.

Inspect and Quote Service

Request details including name, address, contact number and email. Financial details.

Electronic.

6 years plus current year.

Secure disposal.

Limitation Act 1980.

Value Added Tax Act 1997 Sch 11, Para 6.

Enforcement

Name, address, vehicle registration mark, contact telephone number, email address, date of birth, possible video recording or photograph.

Electronic.

6 years from date matter is concluded.

Secure disposal.

Environmental Protection Act 1990.

Limitation Act 1980.

Enforcement using digital recording (Body Worn Video)

Digital images/recordings of individuals being interviewed.

Name, address, date of birth, telephone number, email address also recorded.

Electronic (BWV).

BWV images 30 days unless required for evidential purposes.

Auto-delete after 30 days except evidential copy which is retained for 6 years.

Environmental Protection Act.

Limitation Act 1980.

Enforcement/Vehicle Safety

Digital images/recordings enabled in nominated Council/NEAT vehicles every time they are in operation.

Electronic.

Images 30 days unless required for evidential purposes.

Auto-delete after 30 days except evidential copy which is retained for 6 years.

Environmental Protection Act.

Limitation Act 1980.

Local Staff Records

Sickness/RTW notes, training records, general staff notes.

Electronic and paper.

Until employee leaves then in line with HR retention.

Secure disposal.

Common Practice.

Leisure Membership Record

Membership record for leisure includes name, address, date of birth, finance details for membership fees, limited health information.

Electronic

Cloud storage.

Keep for period of membership.

Secure disposal.

DD/Annual Membership

Paper mandate containing personal details and bank details.

Electronic

Paper mandate - stored in secure filing system at each site and then archived.

6 years plus current year.

Secure disposal (confidential waste bags/shredding).

Value Added Tax Act 1997 Sch 11 Para 6.

Leisure Card Holder (Resident and Non-Resident).

Some paper application forms

All input on electronic system.  Some applications via join online form;

Emails containing information.  Information requested - name, address, date of birth, email; ethnicity; gender; disability; economic status

Electronic

Online application.

Email system.

Retained until superseded.

Secure disposal.

Some are archived.

Block Bookings/ Groups/Clubs/ Parties/Events

Paper and online booking form/ enquiry process. Input onto electronic system.

Summary spreadsheet with events and block bookings.

Name and address, phone and email of individual and club, number of attendees.

Electronic.

Paper form stored in secure filing system.

Paper form held locally for 12 months then archived?

Electronic summary records held from 2011 to support business decisions.

Swimming Lesson/ NICAS/Kidzone Booking Form

Paper form transferred onto electronic system. Includes name, address, date of birth, finance details for DD, health info - (medical conditions). 

Paper form stored in secure filing system at each site. Parent home portal account accessible via password protected account.

Electronic system only been in place since 2016.

Papers records retained for 7 full years then securely destruction.

LTS/ NICAS/ Kidzone Electronic Registers

Name, medical conditions and progress on skills.

Cloud based system, accessible via password protected tablets used by instructors.

Individuals removed from register when leaving scheme automatically.

Hard Copy Enquiry/ Leads Cards

Paper based card to gather information about potential customer - name, address, email, phone, goals, interests/hobbies.

Paper.

Retained in 1-31 box for up to a month and then archived.

Retain for 7 years.

Secure disposal.

Online Enquiry Forms

Name, phone, email and postcode.

Electronic.

Held in general email box, then transferred to spreadsheets on secure shared drive.

School Swimming Signing In Sheet

Name of responsible teacher, name of school, number of pupils, number of accompanying staff.

Paper (file on reception).

7 years.

Secure disposal.

BA Swim Club Sign in Sheet

Name, time.

Paper (file on reception)

7 years.

Secure disposal.

Contractor Signing in Sheet

Name, company, time of arrival, time of departure.

Paper (file on reception)

Retain until file is full.

Destroyed.

School Teacher Safety Awareness Signing in Sheet

Name, school, date attended.

Paper copy transferred to spreadsheet.

Paper copy filed and archived after 3 years.

Secure disposal upon review.

Spreadsheet retained indefinitely.

School Swimming Registers

Collect class list from school teacher and retain. Transfer info onto paper registers, info includes school name, child name and class.

Paper.

Retain until end of swimming period.

Secure disposal (confidential waste bag/shredded).

Medical Form

Paper copy completed by parent/ guardian - given to school teacher and handed to swimming teachers.  Name, school class, medical condition and goggles permission.

Paper.

Held in school swimming folder.

Retained until end of swimming period.

Secure disposal (confidential waste bag/shredded).

Register

Full name, class, school, medical conditions, goggles and achievements/progress, attendance and class teacher name.

Paper.

Held in school swim folder.

Mid-Term Trackers

Paper copy completed by school swim teaches working across sires and given to managers:

Contains full name of pupil, class, school and progress/achievement/ any attainment issues - missed sessions/behavioural concerns etc.  Information shared with schools to understand progress, via paper copy to staff member.

Paper and electronic.

Paper copy retained for 1 year.

Electronic (scanned) copy retained for 1 year.

Secure disposal.

FGF Member Workout Form

Form with name, address, DOB, email, contact number, medical and historical medical conditions.  Blood pressure, height, weight, 'inches', employment/occupation.

Paper. 

Accessed by authorised personnel and updated when reviews are undertaken. Held whilst FGF member.

Secure disposal.

'Lift Out Of Action' List

Contact information - name and phone number of individuals who require lift.

Electronic.

Stored until individuals no longer require or uses leisure services.

Secure disposal.

FGF/Gym Programme Card

Name of programme and programme content.

Paper.

Until programme superseded - may be retained for record or programmes.

Destroyed.

Top Ten 'Inch Lost' Customers and Top 20 Swim Tag Customers

Name and inches lost display each month for customers to view.

Publicly displayed in customer areas.

1 month.

Destroyed.

Needs Analysis

Name, address, date of birth, email, medical conditions, doctor information, blood pressure, weight, height and waist circumference and HCS declaration.

Paper - stored in secure filing cabinet.

Until superseded/reviewed then retained for 7 years.

Secure disposal.

Junior Needs Analysis

Name, address, date of birth, email, medical conditions, doctor information, weight, height and HCS declaration, next of kin consent, and contact details.

Paper - stored in secure filing cabinet.

Until superseded/reviewed then retained for 7 years.

Secure disposal.

Junior Gym Consent and Behaviour Form

Child name, date of birth, address, parent contact details.

Paper - stored in secure filing cabinet.

Until superseded then retained for 7 years.

Secure disposal.

Accident/Incident Form

Name, address, contact number, date of birth, details of incident/ injury. Staff details who have dealt with - name, position.

Paper, transfer to electronic record.

Paper copy archived (sent to health and safety if relevant).

If school swimming, form is shared with school on request.

Health and Safety Act.

Cycle Track/Skating Disclaimer

Paper copy - name, address, date of birth, parental consent (junior).

Sub added to electronic system. Paper copy in secure storage.

7 years.

Secure disposal.

Boulder 14 -17 Years

Name, address, date of birth, email, contact number, parent details, parent consent.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Bouldering Adult

Name, address, date of birth , email, contact number.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Bouldering under 14 (Accompanied)

Name, address, date of birth, email, contact number, parent details, parent consent.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Adult Climbing

Name, address, date of birth, email, contact number.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Climbing 14 - 17 Years

Name, address, date of birth, email, contact number, parent details, parent consent.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Climbing Under 14 (Accompanied)

Name, address, date of birth, email, contact number, parent details, parent consent.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Climbing Guest

Name of climber, name of guest, age of guest, membership number.

Paper copy, stored in secured office.

Archived annually and retained for 7 years.

Securely disposal.

Outdoor Activities Consent Form

Name, address, date of birth, medical conditions, parent consent (where relevant).

Paper copy stored in secured filing cabinet.

7 years.

Secure disposal.

Customer Comment Forms

Name, address, email, phone, concern.

Paper copy posted in CC box or handed to reception, input onto electronic spreadsheet, response printed and filed in secure cabinet.

Retained for 7 years then securely disposed of.

Quinyx

Employee and workforce management software.

Contains all staff personal details - name, address, date of birth, phone, email, emergency contact, hours worked, qualifications and expiry dates, position held.

Electronic. 

Until no longer employed then in line with HR retention period.

Secure disposal.

TRP Digital/NPS

Electronic communication software to communicate with customers from database.

Draws personal data from database on ongoing basis. Cloud based system.

Until customer unsubscribes or withdraws consent.

Secure disposal.

SwimTag

Electronic system which customers can sign up to by choice to track swimming performance.

Electronic.

Until customer no longer participates in scheme.

Secure disposal.

Boditrax

Electronic system which takes personal details of customer - choice by customer who signs up to system. Details stored: name, email, date of birth, height, weight, body fat, muscle, visceral fat and lots more.

Electronic.

Until customer no longer participates in scheme.

Secure disposal.

MyZone

Electronic system which monitors physical activity levels. Choice by customer to purchase and utilise.  Heart rate can be displayed on large screen in class and spin studios.

Electronic.

Until customer no longer participating in scheme.

Secure disposal.

Local Staff Personal Folders

Certificates, induction forms, driving license, passport, utility bills all saved hard copy and electronically. Staff issues log kept electronically. Copies of correspondence with staff.

Electronic and paper.

Until no longer employed then in line with HR retention period.

Secure disposal.

Employment Law.

Staff Contact Information Database

Contact name and phone number.

Electronic (and displayed on office wall).

Retained until updated/superseded.

Deleted.

Polar Bears Registers

Registers with name, medical conditions and attendance/ outcomes.

Paper. 

Retained 12 months after leaving the club. Securely destroyed.

Adult Gaming Centre Premises Licence

Application and permit/licence.
Name, address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Animal Boarding Licence

Application and permit/licence.
Name, address of premises.
Name, address, date of birth, telephone, mobile, email, of applicant.
Insurance, details of business, number of kennels, plans.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Animal Boarding Establishments Act 1963.

Auctioneers Licence

Application and permit/licence.
Name, address, date of birth, telephone, mobile, convictions relating to applicant.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

County of Lancashire Act 1984.

Betting Premises Licence (In Respect of a Track)

Application and permit/licence.
Name, address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Betting Premises Licence (In Respect of Premises Other Than a Track)

Application and permit/licence.
Name, address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Bingo Premises Licence

Application and permit/licence.
Name, address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Body Treatment Personal Registration

Application and permit/licence.
Name, address, date of birth, telephone, mobile, email, relevant convictions of applicant.
List of relevant applications with other local authorities.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1982.

Body Treatment Premises Registration

Application and permit/licence.
Name, address of premises.
Relevant convictions of applicant.
List of relevant applications with other local authorities.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1982.

Caravan Site Licence

Application and permit/licence.
Name, address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Caravan Sites and Control of Development Act 1960/Caravan Sites Act 1968/Mobile Home Act 2013.

Club Gaming Permit

Application and permit/licence.
Name, address of licensed premises.

For secretary: name and address with telephone/mobile and email contact details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Club Machine Permit

Application and permit/licence.
Name, address of licensed premises.

For secretary: name and address with telephone/mobile and email contact details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Club Premises Certificate

Application and permit/licence.
Name, address of licensed premises.

For secretary: name and address with telephone/mobile and email contact details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Licensing Act 2003.

Consent For Photography By Way of Trade or Business

Application and permit/licence.
Name, address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.
Details of any convictions, and a photograph of applicant.
Insurance details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

County of Lancashire Act 1984.

Consent to Distribute Free Printed Material

Application and permit/licence.
Name, address, date of birth, telephone, mobile, and email contact details of applicant.
Also any fixed penalty notices for last 3 years and relevant convictions for last 3 years.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Environmental Protection Act 1990.

Converted Casino Premises Licence

Name, address of licensed premises, name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Dangerous Wild Animals Licence

Application and permit/licence.
Name, address of premises.
Name, address, date of birth, telephone, mobile, email of applicant.
Insurance, details of business, type of animals, number of cages/containment tanks, etc., plans.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Dangerous Wild Animal Act 1976.

Disability Exemption

Application records.
Name, address, telephone, mobile, email and medical (already has details from driver application).

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Equalities Act 2010.

Dog Breeding Licence

Application and permit/licence.
Name and address of premises.
Name, address, date of birth, telephone, mobile and email of applicant.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Breeding of Dogs Act 1973.

Donkey Driver Licence

Application and licence records.
For applicant: name, address, date of birth, telephone, mobile, email, place of birth, national insurance number, occupation, medical, convictions, proof of address documents and photograph.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

County of Lancashire Act 1984.

Donkey Proprietor Licence

Application and permit/licence.
Name and address of premises.
Name and address, date of birth, telephone, mobile, email, relevant disqualifications of applicant.
Insurance details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Riding Establishments Acts 1964 and 1970/County of Lancashire Act 1984

Explosives Licence

Application and licence records.
For applicant: name, address, date of birth, place of birth, telephone, mobile, email, previous applications refused, and relevant convictions.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Explosives Regulations 2014.

Family Entertainment Centre Gaming Machine Permit

Application and permit record.
Applicant's name, address, telephone, mobile and email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Family Entertainment Centre Premises Licence

Application and permit/licence.
Name and address of premises.
Name and address, date of birth, telephone, mobile and email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Fireworks Licence

Application and licence record.
Applicant's name, address, date of birth, place of birth, telephone, mobile, email and relevant convictions.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Fireworks Regulations 2004.

Hackney Carriage Driver Licence

Application and licence record.
Name (including previous name(s)), address (including last 5 year history), date of birth, place of birth, telephone, mobile, email, nationality, National Insurance number, passport, driving licence, right to work documents, proof of address documents, medical, previous applications refused, convictions, photograph.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Public Health Act 1875 / The Town Police Clauses Act 1846 / Local Government (Miscellaneous Provisions) Act 1976 / Byelaws.

Hackney Carriage Licence

Application and licence record.
Name, address, date of birth, telephone, mobile, email, vehicle details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Public Health Act 1875 / The Town Police Clauses Act 1846 / Local Government (Miscellaneous Provisions) Act 1976 / Byelaws.

Horse Drawn Hackney Carriage Driver Licence

Application and licence record.
Applicant's name (including previous name(s)), address (including last 5 year history), date of birth, place of birth, telephone, mobile, email, nationality, National Insurance number, passport, driving licence, right to work documents, proof of address documents, medical, previous applications refused, convictions and photograph.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Public Health Act 1875 / The Town Police Clauses Act 1846 / Local Government (Miscellaneous Provisions) Act 1976 / Byelaws.

Horse Drawn Hackney Carriage Licence

Application and licence record.
Name, address, date of birth, telephone, mobile, email and insurance details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Public Health Act 1875 / The Town Police Clauses Act 1846 / Byelaws.

House to House Collection Licence

Name, Address, DOB, Tel, Mobile, Email, Details of previous applications refused, Details of last 5 years licences from any local authority, convictions (excluding spent)

Electronic

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure Disposal.

House to House Collections Act 1939 / House to House Collections Regulations 1947

Hypnotism

Application and relevant permit/licence record.
Applicant's name (including previous name(s)), address, date of birth,
place of birth, telephone, mobile and email. Must include stage name, details of relevant convictions and refusals of previous applications.
Details of membership to hypnotism body (including revocations), details of previous exhibitions and insurance details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Hypnotism Act 1952.

Licensed Premises Gaming Machine Permit

Application and permit record.
Name, address, telephone, mobile, email of applicant.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Notice of Exemption

Notice details including name, address, telephone, mobile, email, medical (already have details from driver application).

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Equalities Act 2010.

Notification of Gaming Machines

Notification correspondence and related documentation containing name, address, telephone, mobile and email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Occasional Use Notice

Notice record containing name, address, telephone, mobile and email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Performing Animals

Application and permit record.
Applicant's name, address, date of birth, telephone, mobile, email.
Details of stage name.
Nationality and job title if any.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Performing Animals (Regulation) Act 1925.

Personal Alcohol Licence

Application and licence record.
The applicant's name (including previous name(s)), address, date of birth, place of birth, telephone, mobile, email, nationality, National Insurance number, passport, right to work documentation.
Details of any previous personal licence applications.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Licensing Act 2003.

Pet Shop Licence

Application and licence record.
Name and address of premises.
Name, address, date of birth, telephone, mobile, pet shop qualification of applicant.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Pet Animals Act 1951.

Petroleum Certificate

Application and certification record.
Application name, address, telephone, mobile and email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Petroleum (Consolidation) Regulations 2014.

Poisons

Application and related permit/licence.
Applicant's name, address, date of birth, telephone, and mobile.
Details of storage facilities.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Poisons Act 1972.

Premises Licence

Application and licence record.
Name and address of premises.
Applicant's name (including previous name(s)), address, date of birth, place of birth, telephone, mobile, email, nationality, National Insurance number, passport, right to work documentation.
Details of any previous personal licence applications.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Licensing Act 2003.

Private Hire Driver Licence

Application and licence record.
Applicant's name (including previous name(s)), address (including last 5 year history), date of birth, place of birth, telephone, mobile, email, nationality, National Insurance number, passport, driving licence, right to work documents, proof of address documents, medical, previous applications refused, convictions and photograph.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1976.

Private Hire Operator Licence

Application and licence record.
Applicant's name, address, date of birth, place of birth, telephone, mobile, email, National Insurance number, driving licence.
Details of any revocations/refusals of applications, insurance, convictions.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1976.

Private Hire Vehicle Licence

Application and licence record.
Applicant's name, address, date of birth, telephone, mobile, email, and relevant vehicle details and documentation.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1976.

Prize Gaming Permit

Application and permit record.
Applicant's name, address, telephone, mobile, email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Riding Establishments Licence

Application and licence record.
Name and address of establishment.
Applicant's name, address, telephone, mobile, email, insurance, and details of any relevant disqualifications.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Riding Establishments Acts 1964 and 1970.

Scrap Metal Dealer - Mobile Collector Licence

Application and licence record.
Applicant's name (including previous name(s)), address, date of birth, telephone, mobile, email, convictions, vehicle registration, bank account details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Scrap Metal Dealers Act 2013.

Scrap Metal Dealer - Site Licence

Application and site licence record.
Site details.
Applicant's name (including previous name(s)), address, date of birth, telephone, mobile, email, convictions, vehicle registration, bank account details.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Scrap Metal Dealers Act 2013.

Second Hand Goods Dealer Registration

Application and registration record.
Applicant's name, address, date of birth, place of birth, telephone, mobile, email, convictions.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

County of Lancashire Act 1984.

Sex Shop Licence

Application and licence record.
Name and address of premises.
Name, address of licensed premises; name and address with telephone/mobile and email contact details for applicant or holder.
Occupation of applicant.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1982.

Sexual Entertainment Venue Licence

Application and licence record.
Name and address of premises.
Name, address of licensed premises; name and address with telephone/mobile and email contact details for applicant or holder.
Occupation of applicant.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Local Government (Miscellaneous Provisions) Act 1982.

Societies'  Lotteries Registration

Application and registration record.
Name of society.
Name, address, date of birth, telephone, mobile, email.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Street Collection Permit

Application and permit record.
Name, address, date of birth, telephone, mobile, email of applicant.
Details of previous applications refused.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Police, factories etc. (Miscellaneous Provisions) Act 1916.

Temporary Event Notice

Application and notice record.
Name (including previous name(s)), address, date of birth, place of birth, telephone, mobile, email, National Insurance number, number of previous temporary event notices for current calendar year.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Licensing Act 2003.

Temporary Use Notice

Applications and notice record.
Name, address of licensed premises, name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Gambling Act 2005.

Zoo Licence

Application and licence record.
Name and address of licensed premises.
Name and address with telephone/mobile and email contact details for applicant or holder.

Electronic.

Held until superseded. Main record held until no longer required then archived for 10 years for business and proportionality requirements of permit and licensing legislation.
Secure disposal.

Zoo Licensing Act 1981.

Investigations and Prosecutions

Documentation and records relating to investigations and/or prosecutions including court records, statements, photographs.

Electronic and paper.

Until investigation is completed. Court records maintained by court, summary and findings archived for history of premises/licence/permit.
Secure disposal.

Limitations Act 1980.

Officer Notebooks

Notes made by officers in course of duties including those under PACE.

Paper.

Kept for referral back to matters up to 6 years plus current year.
Destroyed when officer leaves employment and no action ongoing relating to entries.

PACE 1984.

Active Blackpool Referral

Name, address, date of birth, health conditions, personal health lifestyle information, GP. Patient information, clinical information, medical conditions, and other information.

Electronic and paper.

Keep for period membership plus 7 years.

Secure disposal.

Steps to Health Programme

Name, address, date of birth, health conditions, ethnic group.

National electronic data base.

Keep for period membership.

Securely deleted.

Walking for Health Programme Requirements

School Games Participant Consent Form

Name, school, consent to take part, media image capture permission.

Paper.

Keep for period of events.

Securely destroyed.

Individual Participation Form for Community Activity Sessions

Registration form in line with funders' requirements, containing name, contacts, post code and address.

Paper and electronic.

Retained within sites for each scheme.

Reported and summarised.

Secure disposal.

Funders' requirements.

Making Changes Referral

Family name, address, date of birth, health conditions, personal health lifestyle information, GP. Patient information, clinical information, medical conditions, and other information.

Paper and electronic.

Retained for period of project in line with requirements of plan.

Secure disposal.

Project Funding Stream requirements.

Bikeability Registration

Registration form in line with funders' requirements.

Name, medical, information.

Paper.

Disposed on site of school once course complete.

Office Moves

Records of requests received, copies of job sheets and internal invoicing.

Electronic and paper.

12 months.

Securely disposed.

Window Cleaning

Copies of the window cleaning schedules and job sheets.

Electronic and paper.

12 months.

Securely disposed.

COSSH Records

Records of materials used, policies and procedures relating to handling of these materials, and treatment protocols.

Electronic and paper.

Retained until product changes.

Destroyed.

COSSH.

Invoices and Payments

Copies of invoices generated to external customers and details of payments received.

Electronic and paper.

6 years plus current year.

Securely disposed.

Value Added Tax Act 1997 Sch 11, Para 6.

Local Staff Records

Includes holiday cards, absence forms, emergency contacts, contact details.

Electronic and paper.

Retained until staff no longer employed then in line with HR retention periods.

Secure disposal.

Specific Training Records

Records of training including original application forms showing address, telephone numbers of staff.

Paper.

Retained until staff no longer employed then in line with HR retention periods.

Secure disposal.

Manuals and Procedures

Training manuals and polices for building cleaning (including window cleaning) and office moves.

Paper and electronic.

Retained until superseded.

Destroyed.

Local Staff

Records -

Disciplinary and Grievance

Disciplinary investigation documentation.

Paper and electronic.

Destroy immediately if investigation shows allegations were unfounded and case is closed.

Destroy when no longer 'live'.

HM Government Guidance.

Kept while investigation is ongoing and any appeals active.

Local Staff

Records -

Fit For Work Notes

Copies of fit for work notes.

Name, date of birth, address, details of illness, payroll number, National Insurance number.

Paper.

Retain until employee leaves or in line with HR retention period whichever is longer.

Secure disposal.

Local Staff

Records -

Absence Spreadsheets

Copies of absence records for each service within Directorate.

Name, payroll number, details of illness.

Paper and electronic.

Retain until employee leaves or in line with HR retention period whichever is longer.

Secure disposal.

Local Staff

Records -

Driving at Work Forms

Records of staff name, car details, date of birth, National Insurance number, driving licence number.

Paper.

Retain until superseded (generally current year plus 1 year).

Secure disposal.

Local Staff

Records -

ROPI Manual Forms and Manual Declarations of Interest

Copies of staff name, and details of interest or gift.

Paper.

1 year plus current year.

Secure disposal

Hotel and Rail Bookings

Employee name for booking and details of booking.

Electronic.

Kept until trip completed.

Secure disposal.

Paperwork for Orders Raised

Copies of orders raised. Includes name of creditor and order details.

Paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11 Para 6.

Invoices Raised

Copies of invoices raised.

Name and address of debtor and details of debt.

Paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11 Para 6.

Training Records

Record of training including certificates.

Paper.

Held locally at unit where staff work until staff member leaves employment.

Then in line with HR retention period.

Secure disposal.

Common Practice.

Local Staff Records

Records include next of kin emergency contact, bank details, address, contact number.

Fit notes and return to work notes.

May also include copies of staff grievances, disciplinary, sickness and case review letters/reports.

Electronic.

Retained until no longer employed, then in line with HR retention period.

Secure disposal.

Common Practice.

Time sheets

Pay numbers, names, hours worked in each unit.

Paper and electronic.

Originals scanned to payroll.

Paper copies retained for 5 years.

Allergy Information Relating to Pupil

Information regarding pupil's personal allergies. Name, details of allergy and school attending.

Electronic.

Retained until pupil leaves school or stops having school lunches.

Securely disposal.

Common Practice.

Menu Planning

Details of menu planning and meals developed.

Electronic.

Menu plan offer retained for 6 months then superseded.

Meal details retained future use.

Destroy when no longer effective use.

Common Practice.

Goods Orders, Delivery Notes and Invoices

Copies of goods orders placed, procurement card purchases, delivery notes and invoices.

Electronic.

6 years plus current year.

Sample of 10% delivery notes retained to check against invoices received.

Secure disposal.

Limitation Act 1980

Value Added Tax Act 1997 Sch 11 Para 6.

Statistical Information

Records of number of meals served, number of pupils etc.

Electronic.

Current year plus 3 years.

Deleted.

Common Practice.

No Cold Caller Scheme

Name, address, age range.

Electronic and paper.

Until no longer wishing to be registered.

Secure disposal.

Consumer Protection from Unfair Trading Regulations.

Volunteers

(UAS)

Parent and volunteer - name, address, telephone number, date of birth, email, birth certificate, photo, video of training.

Electronic and paper.

2 years maximum for volunteers aged between 14 and a half to 16 and a half years.

Secure disposal.

Licensing Act 2006,

Consumer Protection from Unfair Trading Regulations.

Safe and Secure

Trader Directory

Business Owner and Employees

Name, address date of birth, National Insurance number, qualifications, accredited qualifications (i.e. Gas Safe), declaration of convictions, criminal and civil judgements county court judgements, insolvency agency benefit check. Proof of identity (passport/photo ID/utility bill).

Electronic and paper.

Until no longer a member.

Secure disposal.

Limitations Act 1980.

Service Complaints

Consumer complaints, description of goods and services.

Electronic and

Paper.

6 years plus current year.

Secure disposal.

Limitations Act 1980.

Feed Back Forms

Forms containing name, address, telephone number and details of feedback.

Paper copy.

6 years plus current year.

Secure disposal.

Civil Prosecutions

Records and documents relating to civil prosecutions. Includes name, address, date of birth, telephone number and all sensitive material for case.

Electronic and paper.

6 years plus current year.

Secure disposal.

Enterprise Act 2003.

Operational data

Day-to-day operational data for tasks and service undertaken.

Name, address, date of birth, photographs associates, vehicle registrations, telephone number. Includes sensitive material.

Electronic and Paper

6 years plus current year.

Secure disposal.

Limitations Act 1980.

Criminal Prosecutions

Records and documents relating to all criminal prosecutions. Includes name, address, date of birth, photographs, associates, vehicle registrations, telephone number and sensitive material.

Electronic and paper.

6 years plus current year.

Secure disposal.

n.b. data processed in line with requirements in EU Law Enforcement Directive.

Limitations Act 1980

Associated/specific legislation to prosecution.

Fireworks Explosives Registration

Registration forms.

Name, address, date of birth, National Insurance number, email address, details of any previous convictions.

Electronic and paper.

6 years plus current year.

Secure disposal.

Explosives Act.

Proceeds of Crime

Name, address, date of birth, business accounts, National Insurance number, bank accounts, HMRC accounts and suspicious activity reports (SARs) NCA. HMLR, court correspondence.

Most of the above is sensitive data or special category data.

Electronic, removable media and paper.

Until case is to be pursued further or resolved. Then 6 years following completion.

Secure disposal.

Proceeds of Crime Act 2002.

Waste Collection Contract, Including Terms and Conditions

Contracts and terms and conditions.

Includes business name and address, ltd company name if applicable, telephone/email contacts, finance details for payment of service, forwarding address if different from business address.

Electronic and paper.

6 years after termination of a contract.

Secure disposal.

Environmental Protection Act 1990.

Limitation Act.

Waste Transfer Note

Legal document required (by the customer) to prove responsible management and disposable of commercial waste.

Paper.

2 years after the date of expiry.

Secure disposal.

Environmental Protection Act 1990.

Commercial Sack Collection Contract

Includes business name and address, ltd company name if applicable, telephone/email contacts, finance details for payment of service, forwarding address if different from business address.

Electronic and paper.

6 years after termination of a contract.

Secure disposal.

Environmental Protection Act 1990.

Limitation Act.

Bin Delivery/Retrieval Form

Customer name and address details for delivering or retrieving bins.

Electronic and paper.

6 years after termination of a contract.

Secure disposal.

Environmental Protection Act 1990.

Account Calculation Form

Service information used to calculate a customer's service level and invoice.

Electronic and paper.

6 years after termination of a contract.

Secure disposal.

Local Government Act 2003. Environmental Protection Act 1990.

Value Added Tax Act 1997 Sch 11 Para 6.

DD Mandate

Mandate form used to set up direct debits.

Electronic and paper.

Retained as part of the contract details for 6 years.

Secure disposal.

Limitation Act.

Concessionary Sack List

Annual list for roll-out of free issue sacks for domestic waste element.

Electronic and paper.

1 year.

Secure disposal.

Environmental Protection Act 1990.

Referral Forms

Names, addresses, dates of birth, medical conditions, venue attending.

Electronic.

All - retained for period of time on transport.

Adult referral forms retained for 6 years.

Secure disposal.

Statutory Transport under Education Act (Children).

Limitation Act 1980 (Adults).

Staff Details

Names, contact details, next of kin, address, driving licence details, medical questionnaire.

Electronic.

Retain until employee leaves or in line with HR retention period whichever is longer.

Secure disposal.

Employment Law.

Road Traffic Act 1998.

Contractor Information for Transport Provision

Names, contact details, copies of driving licences, insurance details for vehicles, public liability insurance.

Electronic.

Retain for 6 years after end of contract.

Secure disposal.

Limitation Act 1980.

Council Vehicles Drivers

Corporate records of driving licences, points, medical questionnaires, logs etc. for staff who drive council vehicles.

Electronic and paper (secure cabinets).

Paper records held until superseded.

Medical questionnaires held for 12 months.

Driving licence held for 12 months.

Logs held for 18 months.

All paper records securely destroyed via confidential shredding.

Electronic records securely deleted.

Road Traffic Act 1998.

Traffic Commissioner's Statutory Requirements.

School Crossing Patrol

Records for school crossing patrol personnel including names, addresses, contact details, school working at and crossing priority.

Electronic.

Retain until employee leaves or in line with HR retention period whichever is longer.

Secure disposal.

Employment Law.

Rideability Scheme

Members contact details, bus pass number and route schedule.

Electronic.

2 years.

Secure disposal.

Business Practice.

Council Vehicle Documents

V5, MOT, driver defect sheets, maintenance logs, repair record.

Electronic and paper.

15 months then securely destroyed except V5 which is retained until vehicle disposed of.

Road Traffic Act 1998.

Operator's Licence

List of all eligible vehicles and discs.

Electronic and paper.

5 years.

Secure disposal.

Road Traffic Act 1998.

Taxi/Private Hire/Private MOT and PIT Tests

MOT records and PIT test records.

Electronic.

MOTs - 3 months.

Client department records - 2 years.

PIT tests - up to 2 years.

Secure disposal.

DVSA requirement.

Maintenance Records

Job cards.

Paper.

2 years.

Destroyed.

Business Practice.

Council Vehicle Tracker

Trackers system in council vehicles recording location, route information, data and time.

Electronic.

Until no longer required or beyond effective use.

Deleted.

Health and Safety at Work Act.

Seawall Inspections

Inspection records.

Photographs and notes on inspections undertaken.

Electronic and paper.

6 years plus current year.

Secure disposal.

Limitations Act.

Drainage Maps

Maps and plans for location of drainage services in the town.

Paper.

Retained indefinitely as historical documents.

Gulley Cleaning

Records of cleaning undertaken.

Electronic.

6 years plus current year.

Secure disposal.

Highways Act 1980.

Drainage Works

Records of work undertaken for others e.g. parks, BCH. Requests and related job sheets.

Electronic.

1 year plus current year.

Secure disposal.

Vehicle Crossings (Dropped Kerbs)

Application forms, copies of planning approval where appropriate, payment records.

Electronic and paper.

Permanent.

Highways Act 1980.

Value Added Tax Act 1997 Sch 11 Part 6.

Land Charges Act 1972.

Staff Driver Check

Copies of driving licence and insurance.

Paper.

Held in secure cabinet until superseded.

Confidential disposal.

Council's Driving at Work Policy.

Local Staff Records

Copies of staff training.

Absence records including sick records and near miss/accidents.

Paper.

Held in secure cabinet until staff member leaves, then retained in line with HR retention period.

Secure disposal.

Training - HSE requirement.

Permits

• Register of permits issued including name, address, category.
• List of revoked permits.
• List of surrendered permits.

Electronic.

Paper.

Retain for length of permit.

Summary details moved to revoked or surrendered list then securely deleted.

Control of Pollution Act 1974.

Part 2A Register

Public register of remediation notices.

Electronic.

Retained until remediation works completed.

Secure disposal.

Statutory requirement.

Complaints

Details of complaint and complainant including home address and contact information.

Electronic.

Kept indefinitely to generate historical information for premises.

The Food Safety and Hygiene (England) Regulations 2013.

Enforcement Actions

Details of enforcement actions taken against individuals which can include name, address, date of birth, place of birth and National Insurance number. There is also a scanned image of the person's signature, details of the offences they have committed.

Electronic.

Kept indefinitely to generate historical enforcement information for premises.

The Food Safety and Hygiene (England) Regulations 2013.

Food Hygiene Inspection

Details including the names, addresses, telephone numbers and dates of births of people present (including children on some occasions).

Electronic.

Kept indefinitely to generate historical enforcement information for premises.

The Food Safety and Hygiene (England) Regulations 2013.

Food Premises Registration and Form.

Details including names, addresses, telephone numbers, dates of birth and National Insurance numbers and electronic images of signatures. Can include information on children.

Electronic and paper.

Kept indefinitely to generate historical enforcement information for premises.

Legal requirement to maintain a register.

The Food Safety and Hygiene (England) Regulations 2013.

Infectious Disease Information

Including names, addresses, date of births and nature of illness. Scanned images of microbiological testing reports including names, addresses, sex, date of births, NHS number and nature of illness.

Electronic.

The Food Safety and Hygiene (England) Regulations 2013.

Officer Notebooks

Inspection findings documented in officers individual notebooks. Usually consists of inspection findings, details of the food business operator. Details of persons present etc.

Paper.

Kept for referral back to incidents up to 6 years plus current year.

Destroyed when officer leaves employment and no enforcement action ongoing relating to entries.

The Food Safety and Hygiene (England) Regulations 2013.

Police and Criminal Evidence Act.

Photographs

Photographs taken to evidence inspection findings.

Electronic.

Kept indefinitely.

The Food Safety and Hygiene (England) Regulations 2013.

Food Hygiene Rating Scheme

Information relating to businesses and some businesses operated from home. Those with home addresses will be published with the operator's permission.

Electronic.

Until the business ceases trading.

Deleted.

The Food Safety and Hygiene (England) Regulations 2013.

Planning Applications

Details of companies/personal details of applicants - information forwarded by planning.

Electronic and paper.

Paper confidentially disposed when matter dealt with.

Electronic retained in line with planning retention period.

Secure disposal when instructed.

Town and Country Planning Act.

Local Staff Records

Full personal information about staff including contact details, emergency contact, driving at work details, local sickness/return to work records, training records, work rotas.

Electronic and paper.

Until no longer employed then in line with HR retention period.

Secure disposal.

Volunteer Records

Personal information including contact details, emergency contact, driving at work and training records.

Electronic and paper.

Held until volunteer leaves.

Confidential and secure disposal.

Accident Claims

Details of all liability claims made against parks section.

Electronic.

If a child - minimum retention is until they are aged 21 years and 4 months.

If an adult - minimum retention is 3 years and 4 months.

On legal advice may be retained for 15 years as a record of claims made.

Secure disposal.

Insurance industry requirements.

Limitations Act.

Inspection Sheet

Inspection records for playgrounds, sports pitches, trees.

Electronic.

15 years as may be linked to claims.

Secure disposal.

Insurance industry requirement.

Limitations Act.

Events

Records of events held in parks including application form, site plans, event insurance details.

Electronic.

6 years plus current.

Secure disposal.

Limitations Act.

Activity Packages Offer

Details of packages offered and ideas for ecological events. Description of events and target audiences.

Electronic.

Held until superseded.

Deleted.

Ecological Ideas

Information required to deliver specific events.

Electronic.

Held until event completed. Summary maintained for future event offer.

Destroyed.

Air Ambulance

Records

Copies of liability insurance and associated emails - for use of parks for landing near to hospital.

Electronic.

Held until superseded.

Securely disposal.

Allotments

Details of constitutions, holder's details, site information, event information (only those held at allotment sites), legal information.

Electronic.

Retain for town history purposes.

Offer to town history service on an annual basis.

External Clients

Records of external clients, associated documentation e.g. events, incidents, maintenance records where appropriate, risk assessments, work sheets.

Electronic.

Retain current contract for period of agreement or contract, plus previous contract.

Secure disposal.

Parks and Open Spaces

Records of all parks and open spaces, and ecological sites, managed by the parks section.

Electronic and paper.

Retain until superseded or no longer required for operational use.

Offer to town history service.

Public Health Act 1875.

Public Health Act 1907.

Local Government Acts 1972, 1976 and 1999.

Public Space Protection Orders.

Borough Boundaries/Land

Details of boundaries within borough.

Electronic.

Until superseded.

Destroyed.

Public Health Act 1875.

Public Health Act 1907.

Local Government Acts 1972, 1976 and 1999.

Public Space Protection Orders.

Local Financial Records

Copies of purchasing card transactions, invoices, purchase orders, and income.

Details spend and charges.

Electronic.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6.

Grounds Maintenance Records

Records of work undertaken, photographs.

Electronic.

Until no longer required.

Secure disposal.

Complaints/Comments

Details of correspondence and monitoring information.

Electronic.

Paper correspondence scanned then confidential disposal.

Electronic records - 3 years then secure disposal.

Friends/Volunteers

Contact information.

Electronic.

Until no longer a registered friend or volunteer. Secure disposal.

Donated Benches/Trees

Records of benches or trees donated or installed/planted in memorial.

Contact information and site plans.

Electronic

Held permanently for historical purposes.

Fees and Charges

Schedule of fees and charges.

Electronic.

2 years plus current year.

Secure disposal.

Fire Reports/Appendices

Building certificates and weekly reports of fires in borough (location details which may link to parks).

Electronic.

3 years to enable trend/pattern identification.

Secure disposal.

Friends Groups

Details of groups established for individual parks and open spaces. Contact information, insurance certificates, meeting information.

Electronic.

3 years.

Secure disposal.

Green Corridors/Infrastructure

Developing initiative.

Governance documents, green flag applications, meeting information.

Electronic.

Retained for life of application process, then summary and application form only retained for town history purposes.

Offer to town history service.

Groundworks

Charity organisation working in partnership.

Access statements, contracts, work programmes, project briefs and landowner consent.

Electronic.

Contracts - 6 years.

Other - until no longer required.

Secure disposal.

Limitation Act.

Job Sheets

Records of work undertaken.

Electronic and paper.

Held until job completed. Paper scanned then destroyed. Electronic records held for maximum 15 years (if play equipment/grounds) as may link to claim.

Insurance Industry Requirement.

Limitation Act.

Leases and Bylaws

Details of agreements with local land occupiers.

Electronic.

Until superseded.

Secure disposal.

Service Level Agreements/Contracts

Confidential information.

Provision of services to internal departments and external clients.

Electronic.

6 years plus current year.

Secure disposal

Limitation Act.

Vehicles/Plan/Machinery

Details of all equipment including vehicle repairs, servicing, usage.

Electronic.

Retained until superseded or no longer of operational use.

Secure disposal.

Tree information

Reports, correspondence, job sheets, quotes, planning applications and Tree Preservation Orders.

Electronic.

For Preservation Orders - until no longer in force.

Others - until superseded

Secure disposal for all.

Town and Country Planning (Tree Preservation) (England) Regulations 2012.

Business Documents

Policies, procedures, plans relating to parks management.

Electronic.

Until superseded.

Secure disposal.

Planning Enforcement Complaint/Cases

Complaint file with reference number containing details of alleged breach of planning control, complainant's details (if there is a complainant) and owner's details of property concerned.

Electronic and paper.

Paper file scanned in and shredded when case closed.

Retained on electronic system for history of property/land purposes.

Town and Country Planning Act 1990.

Enforcement Notices

Notices issued by the team containing details of address concerned, person served and alleged breach of planning control.

Electronic and paper.

Notice kept indefinitely as notices usually run in perpetuity with the land.

Redacted copy of notice becomes public document. Moved to online register (excl s215).

Town and Country Planning Act 1990, Section 188.

CPN/CPW

Owner's details and copies of notice/warning/order.

Electronic.

Retained for length of 'order'.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014.

Injunctions for Breached of Planning

Documents and court papers.

Electronic.

Court Records retained until no longer required.

Secure disposal.

Town and Country Planning Act 1990.

Appeals

Correspondence and related documentation. Appeal hearing documents.

Electronic and paper.

Paper scanned in then shredded.

Retained on electronic system for history of property/land purposes.

Planning Inspectorate Requirements.

Flood and Incident Complaint/ Cases

Complaint file with reference number containing details of alleged breach of flood and water management requirements, complainant's details (if there is a complainant) and owner's details of property concerned. May include other agency contact details.

Electronic and paper.

Paper file scanned in and shredded when case closed.

Retained on electronic system for history of land and property purposes.

Flood and Water Management Act 2010;

Land Drainage Act 1991.

Enforcement Notices

Notices issued by the team containing details of address concerned, person served and alleged breach of the legislation.

Electronic and paper.

Notice kept indefinitely as notices usually run in perpetuity with the land.

Flood and Water Management Act 2010;

Land Drainage Act 1991;

Town and Country Planning Act 1990.

Actions for Breach of Notices

Documents and associated papers relating to works undertaken and recharged.

Electronic.

If charge placed against property and notified to Land Registry, retained until discharged.

Otherwise secure disposal once payment received.

Flood and Water Management Act 2010;

Land Drainage Act 1991.

Flood Investigations

Details of properties flooded, correspondence, photographs. May include information received from partner agencies.

Electronic and paper.

Retained indefinitely as record of incidents on land and to aid future decisions of remedial projects.

Flood and Water Management Act 2010;

Land Drainage Act 1991.

Flood Incidents Reports

Copy of Section 19 report detailing findings of Incident.

Electronic.

Retained indefinitely as a public record.

Flood and Water Management Act 2010;

Land Drainage Act 1991.

Applications for Consenting

and Decisions

Applications to culvert the water course on land. Includes name, address, business details if applicable, location and property numbers.

Copy if outcome decision.

Electronic and paper.

Retained indefinitely as run in perpetuity with the land.

Town and Country Planning Act 1990;

Flood and Water Management Act 2010.

Asset Register

Register of assets. Includes details of public and private structures that may affect water and flood risk.

Electronic.

Retained permanently as a register.

Flood and Water Management Act 2010;

Land Drainage Act 1991.

Projects

Contract documents, project outline and project plan, business case, tender documents, finance records, drawings.

Electronic and paper.

If not under seal - 6 years.

If under seal - 12 years.

Or as instructed by funding source.

Limitations Act 1980

Funding sources requests.

Street Lighting and Traffic Signal PFI

Contract documents, all project documentation.

Electronic.

Until end of PFI period then plus 6 years.

Secure disposal.

Limitations Act 1980.

Street Lighting and Traffic Signal Complaints

Detail of complaints received including name, address, location of problem or description of complaint.

Electronic and paper.

Paper scanned in then destroyed.

Electronically until passed to service provider and resolved.

Securely deleted.

Limitations Act 1980.