Communications and regeneration directorate retention schedule

Museum project

Accounts

Supplier forms and invoices.

Electronic.

6 years

Secure disposal.

Value Added Tax Act 1997, Sch 11 Para 6.

Museum project

Payroll

Off-payroll forms for external consultants.

Electronic.

Until end of contract then 6 years.

Secure disposal.

Museum project

Cheque Books

Cheque books/stubs for accounts.

Paper.

6 years.

Secure disposal.

Value Added Tax Act 1997 Sch 11 Para 6

Museum project

Gift Aid

Gift aid information for Blackpool Museum Trust including names and addresses of those who have agreed to gift aid donations.

Paper.

6 years

Secure disposal.

Income Tax Act 2007.

Museum project

Stakeholder List and Informing List

Names and contact details.

Electronic.

Until superseded or they withdraw consent/are no longer recognised as a formal stakeholder.

Secure disposal.

Museum project

Celebrity and VIP List

Names and contact details including any agent details.

Electronic.

Until superseded, they withdraw consent or no further effective operational use.

Secure disposal.

Museum project

Volunteer List

Names and addresses, contact details of volunteers for Museum Project.

Electronic and paper.

Until superseded, they withdraw consent or no further effective operational use.

Secure disposal.

Museum project

Project Mailing List

Contact details of those who have agreed to receive mailings.

Electronic and paper.

Electronic - until superseded or they withdraw consent.

Paper - 3 months.

Secure disposal

Museum project

Blackpool Museum Trust Members Details

Membership details including name and address.

Electronic and paper.

Until no longer a member of the Trust.

List may be offered on an annual basis to the Heritage Service for assessment to be included in the permanent collection or retained by the Museum Trust for heritage purposes. Otherwise secure disposal.

Museum project

Donor Prospect List

List of prospective donors.

Electronic.

Until superseded or no further effective operational use.

Secure disposal.

Museum project

Performers' Network Contact List

Contact details of performers for the museum and museum events.

Electronic.

Until superseded, they withdraw consent or no further effective operational use.

Secure disposal.

Museum project

Focus Groups List

Contact details of members of focus groups.

Electronic.

Until superseded, they withdraw consent or no further effective operational use.

Secure disposal.

Museum project

Community Groups

Mapping of community groups in Blackpool, engaged in heritage.

Electronic.

Until superseded, they withdraw consent or no further effective operational use.

Secure disposal.

Museum project

Consent Forms

Consent forms from Blackpool groups working on our Museum Project.

Paper.

Until superseded, they withdraw consent or no further effective operational use.

Secure disposal.

Museum project

Digital Story and Memory Collection Forms

Forms containing details of contributor's digital story, or their memories.

Electronic and paper.

Retain as part of permanent museum heritage records.

Copy may be offered to the Heritage Service for assessment to be included in the permanent collection.

Museum project

Object Entry Forms

A collections record containing descriptions of the objects.

Electronic and paper.

Retain as part of permanent museum heritage records.

Copy may be offered to the Heritage Service for assessment to be included in the permanent collection.

Museum project

Donations List

A list of donated items for the collection. Including details of who donated the item.

Electronic and paper.

Retain as part of permanent museum heritage records.

Copy may be offered to the Heritage Service for assessment to be included in the permanent collection.

Heritage service - general

Invoices

Invoices relating to Heritage Service.

Electronic and paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11 Para 6.

Heritage service - Community heritage

Volunteer Records

Personal data of volunteers including personal addresses, contact details for next of kin or emergency contact, education, and their interests.

Electronic and paper.

Until no longer registered as a volunteer.

Secure disposal.

When a volunteer resigns if we have a paper record it is disposed of securely. If they are on the LVP database their information is deleted.

Heritage service - Community heritage

Mailing Lists

Names and emails of people who subscribe to the website www.heritageblackpool.co.uk.

Electronic.

Until they withdraw consent or unsubscribe.

Secure disposal.

Heritage service - Community heritage

Heritage Open Days Organiser List/Mailing List

Venue names and contact details for Heritage Open Days programme and communications.

Electronic and paper.

Until superseded.

Secure disposal.

Heritage service - History centre

Public Mailing List

A mailing list of names and emails used for keeping public up to date on Heritage Service events etc.

Electronic.

Until they withdraw consent or unsubscribe.

Secure disposal.

Heritage service - History centre

Volunteer Contacts

List of volunteer names, addresses and emails.

Electronic.

Until no longer registered as a volunteer.

Secure disposal.

Heritage service - Collections

Entry Form

Forms documenting the donation or loan in of collections (and associated rights) to Blackpool Council.

Paper.

Permanent. Forms part of permanent gallery collection records.

Council Policy: Collection Framework.

Heritage service - Collections

Exit Form

Forms documenting the disposal or loan out of collections (and associated rights) from Blackpool Council.

Paper.

Permanent. Forms part of permanent gallery collection records.

Council Policy: Collection Framework

Heritage service - Collections

Loan Agreements

Copies of agreements of loans in from private individuals.

Electronic and paper.

Permanent. Forms part of permanent gallery collection records.

Council Policy: Collection Framework.

Heritage service - Collections

Collection Database

Database recording the catalogue of the collection and associated information such as copyright holders, artists/makers, donors, subjects etc.

Electronic.

Permanent. Forms part of permanent gallery collection records.

Council Policy: Collection Framework.

Heritage service - Collections

Accession Register

Register recording additions to the collection, dates and donors.

Paper.

Permanent. Forms part of permanent gallery collection records.

Council Policy: Collection Framework.

Heritage service - Collections

Copyright Assignment and Release Forms

Forms documenting the assignment of all or partial copyright and intellectual property rights to Blackpool Council.

Electronic and paper.

Permanent. Forms part of permanent gallery collection records.

Copyright Designs and Patent Act 1988.

Heritage service - Collections

Image Reproduction Agreements

Forms documenting the sale of all or partial copyright licenses relating to historic collections.

Electronic and paper.

Permanent. Forms part of permanent gallery collection records.

Copyright Designs and Patent Act 1988.

Grundy Art Gallery

Artist Proposals

Proposals including contact details and personal email, address and telephone numbers.

Electronic and/or paper.

Up to 2 years.

Secure disposal.

Grundy Art Gallery

Artist Contracts

Artist's exhibition, event or performance contracts and briefs. Signed contracts hold personal details along with payment details.

Electronic and paper.

6 years after completion of contract.

Secure disposal.

Limitation Act 1980.

Grundy Art Gallery

Exhibitions

Exhibition records. Catalogue files. Provenance of works in Grundy Art Gallery permanent collection some personal data included.

Catalogue information held for period 1923-1974.

Exhibition paper records held for period 1995 onwards.

Electronic records from 2004.

Paper and electronic.

Kept until digitally scanned.

Electronic - permanent. Forms part of permanent gallery collection records.

Grundy Art Gallery

Events and Performance

Events and performances advertised and ticketed on Eventbrite website, capture and record personal details - emails and or telephone numbers.

Electronic and paper.

Sign in sheet until no longer of operational use.

Feedback - 6 years.

Secure disposal.

Grundy Art Gallery

Audience

Performance Indicators

Visitor numbers collected by electronic door counter. No personal details involved.

Electronic.

Yearly records on file from 2010-2011 to present date.

Ongoing retention.

Grundy Art Gallery

Mailing Lists

General mailing list schools, subscriptions, councillors and professional contacts, and personal contact details.

Electronic.

Until no longer required or unsubscribed. Reviewed regularly.

Secure disposal.

Grundy Art Gallery

Evaluation Records

Visitor book kept in house at reception no personal details taken. Audience surveys 14 questions, no names taken - postcodes only.

Electronic and paper.

As required by gallery sponsors and funders. Paper surveys - 6 years.

Secure disposal.

Funding Sources.

Grundy Art Gallery

Gallery Suppliers

Completed council supplier forms for all UK based artists, goods and services used by the gallery.

Electronic and paper.

Paper after transfer to electronic system.

Secure disposal.

Grundy Art Gallery

Health and Safety Records

Health and safety records kept on site in gallery office. Accident forms and record book.

Paper and electronic.

In line with health and safety requirements and Council's health and safety retention periods.

Secure disposal.

Health and Safety Act.

Grundy Art Gallery

Engagement and School Visits

Engagement and school visits booked either through Eventbrite website or directly with the gallery. Names of schools, number of pupils attending etc.

Electronic and paper.

6 years.

Secure disposal.

Limitation Act 1980.

Grundy Art Gallery

Engagement Programme

Artists and practitioners working on individual art projects both onsite and offsite. Personal details held for each engagement project.

Electronic and paper.

2 years or until completion of project.

Limitation Act 1980.

Grundy Art Gallery

Employment During Workshops

Employed artists and practitioners running or assisting in exhibition workshops, onsite and offsite. Personal details held for each workshop.

Electronic and paper.

2 years or until completion of project.

Limitation Act 1980.

Grundy Art Gallery

Engagement Programme

Artists and practitioners working on individual art projects both onsite and offsite. Personal details held for each engagement project.

Electronic and paper.

2 years or until completion of project.

Limitation Act 1980.

Grundy Art Gallery

Employment During Workshops

Employed artists and practitioners running or assisting in exhibition workshops, onsite and offsite. Personal details held for each workshop.

Electronic and paper.

2 years or until completion of project.

Limitation Act 1980.

Grundy Art Gallery

Risk Assessments

A risk assessment for exhibitions and installation work is carried out for each specific project. School risk assessments are done by a staff member from the school together with a member of the gallery staff.

Electronic.

6 years plus current or until superseded.

Secure disposal.

Limitations Act 1980.

Grundy Art Gallery

Gallery Permanent Collection

Database

Full record of Grundy Art Gallery Permanent art collection including comprehensive description, location and condition. Essential information regarding provenance of artworks. Some personal detail on file.

Electronic.

Permanent. Forms part of permanent gallery collection records.

Grundy Art Gallery

Entry and Exit Forms

Museum standard.

Used for exhibition works coming into the gallery and Grundy works going on loan to other gallery institutions or if works leave the gallery for any reason. Some personal or institutional data recorded. Triplicate forms used (file, with work, loan establishment).

Paper and electronic.

Permanent. Forms part of permanent gallery collection records.

Grundy Art Gallery

Arts Award Client Details

Children's personal detail given at registration for Arts Award. Portfolios handed in for moderation.

Paper and electronic.

Also held on Trinity College examination register.

Portfolios returned to young person.

Registration details passed to Trinity College.

Grundy Art Gallery

Grants and Sponsorship

Exhibition grants - from key funding partners e g Arts Council England, Arts Fund, V & A and Contemporary Art Society.

Electronic and paper.

Grant information kept as required by grant source.

Records form part of collection and exhibition provenance.

Individual Grant Requirements.

Grundy Art Gallery

Invoices Raised and Received

All invoices raised by the department, and received for payment. Contains supplier details, description of goods/services and may contain payment details.

Electronic and paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6.

Grundy Art Gallery

ESS Tax Forms

Employment status forms to be completed for each new supplier that is proved to be self-employed. Personal details held only on the accompanying supplier form.

Electronic and paper.

Until work is complete or 6 years plus current year.

Secure disposal.

Value added Tax Act 1997 Sch 11 Para 6.

Limitations Act 1980.

Grundy Art Gallery

Daily Sales Sheets for Gallery Shop

Itemised daily sheet of shop sales.

Paper.

6 years plus current year.

Secure disposal.

Value added Tax Act 1997 Sch 11 Para 6.

Grundy Art Gallery

Payments for Goods by Card

Card payment receipts - may include shows card details.

Electronic and paper.

Paper receipts that include card details must be destroyed after 6 months.

Secure disposal.

PCI Compliance.

Grundy Art Gallery

Finance Records

Includes daily and monthly banking information.

Electronic and paper.

6 years plus current year.

Secure disposal.

Grundy Art Gallery

Shop Stock Records

Stock sheets and summaries for goods held for sale in the gallery shop. Stock certificate produced annually.

Electronic.

6 years.

Secure disposal.

Grundy Art Gallery

Fire Register

Custodian record of contract, inspection and engineering reports. Engineer reports sent/stored electronically. Manual with contact details and test results made by gallery staff Smart Test.

Paper and electronic.

Paper kept until superseded.

Engineers reports in line with legislation.

Grundy Art Gallery

Intruder Alarm Register

Automatic Alarms. Engineer's report and service history. Contact details.

Paper.

6 years.

Secure disposal.

Limitations Act 1980.

Grundy Art Gallery

Asbestos Register

Record of any contractor working within the gallery building. Log, surveys, safe system of work, inspection records and plans. Removal records.

Paper.

Permanent.

The Control of Asbestos Regulations 2006.

Grundy Art Gallery

Waterman Environmental Service Register

Legionella risk assessments. Monthly checks and 6 month service check.

Paper.

Electronic for online return.

Permanent.

Limitations Act 1980.

Grundy Art Gallery

Environmental Monitoring System

System in place monitoring the environment in all the internal gallery spaces.

Electronic.

6 years.

Secure disposal.

Grundy Art Gallery

Emergency Plan

Comprehensive plan for any building emergency or disaster. Reviewed every 6 months updated every 12 month.

Paper and electronic.

Until superseded.

Secure disposal.

Grundy Art Gallery

Incident Log

Log of any incidents taking place either inside the gallery on the gallery forecourt.

Electronic.

See health and safety retention period.

Health and Safety Act.

Grundy Art Gallery

CCTV Internal and External

Images captured by Internal and external cameras.

Electronic.

30 days.

Auto-delete.

Surveillance Camera Commissioner's Code of Practice;

Council's Camera Code of Practice.

Arts development

Contracts

Freelance artists/consultants contracts,

draft contracts and briefs containing description of services/supplies and details of artists/consultants.

Paper and electronic.

6 years after completion of contract.

Secure disposal.

Limitations Act 1980;

Local Government Act 1972.

Arts development

Customer Feedback

Survey data/responses - from appointments, events and workshops. Contain customer details and comments.

Paper and electronic.

5 years plus current.

Secure disposal.

Arts development

Client Data

FCYDC - enrolment forms, registers and personal client data.

Paper and electronic.

4 years.

Secure disposal.

Arts development

Arts Award Client Details

Client's personal detail given at registration for Arts Award. Portfolios handed in for moderation.

Paper and electronic.

Also held on Trinity College examination register.

Portfolios returned to Client.

Registration details passed to Trinity College.

Arts development

Invoices Raised and Received

All invoices raised by the department, and received for payment. Contains supplier details, description of goods/services and may contain payment details.

Electronic and paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6.

Arts development

Event Sales/Sign Up

Eventbrite ticket processing captures customer records personal email and telephone number. Signing in sheet created from online system.

Electronic and paper.

Paper - until no longer of operational use.

Secure disposal.

Electronic Eventbrite.

Arts development

Freelance Artist Proposals

Proposals for commissions include contact details, email, website, phone numbers, CV/work history.

Electronic.

Kept indefinably.

Arts development

Contracts

Freelance artists/consultants contracts,

draft contracts and briefs.

Signed contracts have personal details name and address of artists along with the fee the commission is for.

Electronic and paper.

6 years after completion of contract.

Secure disposal.

Limitations Act 1980.

Arts development

Evaluation

Questionnaires gathering feedback on events, workshops, performances.

Capture people age group, first 3 letters of postcode.

Paper.

3 years.
Secure disposal.

Arts development

Inspections and Assessments

Process to assess the level of risk.

Risk assessments for public workshops.

Electronic.

3 years after assessment is superseded.

Secure disposal.

Arts development

Inspections and Assessments

Method statements and risk assessments for site specific/public realm artwork instillation.

Electronic.

3 years after inspection date.

Secure disposal.

Library service

'Be Informed - Marketing Mailing List

Names, address and email of people who have subscribed to the Be Informed mailing list.

Electronic.

Until they unsubscribe or withdraw consent.

Secure disposal.

Library service

Bookstart Records

Only keep numbers of participants.

Electronic.

Historically, names and addresses were held and kept for 6 years then securely disposed of.

Public Libraries and Museums Act 1964.

Library service

Summer Reading Challenge

List of names and library card numbers.

Electronic.

Keep current + 1 year.

Secure disposal.

Library service

Social Media Consent Forms (Photos)

Name, address, permissions and signature.

Paper and electronic.

6 years.

Secure disposal.

Library service

Housebound Volunteer Travel Claim Records

List of names, addresses, mileage claimed.

Electronic.

6 years plus current year.

Secure disposal.

Public Libraries and Museums Act 1964.

Library service

Room Hire Bookings

Application forms for room hire bookings. Details of person/organisation booking.

Paper and electronic.

1 year plus current year.

Secure disposal.

Library service

Security Spreadsheet / Issue Log

Details of individuals who have been banned or received warning letters.

Electronic.

Password protected and accessed only by Library Leadership Team.

2 years.

Secure disposal.

Library service

Incident / Accident Forms

Details of individuals involved in an incident or accident.

Paper and electronic.

Held locally by Head of Service.

2 years.

Secure disposal.

Health and Safety Act 2015.

Library service

Library Management System

Customer records including name, address, date of birth.

Electronic.

Until no longer a registered library user. Periodic purge of customer records and secure disposal.

Public Libraries and Museums Act 1964.

Library service

Paying in Books

Copies of books used for paying in cash receipts.

Paper.

2 years.

Secure disposal.

Library service

Purchase Orders

Copy of purchase orders.

Electronic.

6 years.

Secure disposal.

Library service

Cheques

Record of cheques presented to cashiers.

Electronic.

2 years.

Secure disposal.

Library service

Invoices

Raised invoices with suppliers/ contractors details and description of items.

Electronic and paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11 Para 6.

Library service

Joining Forms

Forms filled in by new customers with name address, date of birth etc.

Paper.

Until transferred to electronic system.

Secure disposal.

Public Libraries and Museums Act 1964.

Library service

BCA (Blue Cloud Analytics)

Customer data recorded on electronic Library Management System.

Electronic.

Until no longer a registered library user. Periodic purge of customer records and secure disposal.

Library service

Volunteer Details

Volunteer's address, references, emergency contact.

Paper.

Until no longer registered as a volunteer.

Secure disposal.

Work and health services (Healthworks)

Client Files

Copies of all paperwork including enrolment documents, action plans, CV for a client.

Paper.

6 years after completion of contract unless otherwise specified.

Secure disposal.

Limitations Act 1980.

Work and health services (Healthworks)

Client Data and Contact Information (Employment)

Records containing personal client data and information about discussions at one-to-one meetings, action plans, telephone calls, interventions and work outcomes, including employer details.

Electronic.

6 years after completion of contract unless otherwise specified.

Secure disposal.

Limitations Act 1980.

Work and health services (Healthworks)

Client CV

Copy of current client CV's to email to prospective employers.

Electronic.

6 years after completion of contract unless otherwise specified.

Secure disposal.

Limitations Act 1980.

Work and health services (Healthworks)

Client Tracker Records

Record of client basic data used to manage work placement and domestic abuse pilot programmes. Includes personal information, basic employer information, and current status of client (on or off programme).

Electronic.

6 years after completion of contract unless otherwise specified.

Secure disposal.

Limitations Act 1980.

Work and health services (Healthworks)

Client Data and Contact Information (Health).

Records containing personal client data and information about assessments, discussions at one-to-one meetings, telephone calls, interventions and health, including employer details.

Electronic.

6 years after completion of contract unless otherwise specified.

Secure disposal.

Limitations Act 1980.

Business support

Customer Records

Pre and post start company and individual contact details and records of business support interactions. Includes customer contact details.

Electronic.

Until no longer a customer plus 1 year for statistical purposes.

Secure disposal.

Business support

Customer Feedback

Survey data/responses - from appointments/events and workshops include customers details.

Paper and electronic.

Paper - 5 years.

Electronic - until no longer of operational use.

Secure disposal.

Business support

Invoices Raised and Received

All invoices raised by the department, and received for payment. Contains supplier details, description of goods/services and may contain payment details.

Electronic and paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6.

Business support

Payments Received

All payments taken by credit card which include personal information. Copies of cash receipt books and copies of cheques received.

Electronic and paper.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6;

PCI Standards.

Business support

Building Signing-In Book

Signing-in sheets showing name of visitor, company (if applicable) and who visiting.

Paper.

Until book is full.

Secure disposal.

Business support

Marketing Databases

Individual and business contact details used for various marketing activities.

Electronic.

Until they unsubscribe or withdraw consent.

Secure disposal.

Business support

Start Up Lancashire - ERDF Funded Project

Documentation regarding client interactions to satisfy ERDF audit requirements.

Paper and electronic.

Required to be kept until 31.03.2021 (6 years after conclusion of service).

Secure disposal.

National Audit Office & ERDF regulations.

Specified by Blackburn with Darwen Council as Accountable Body.

Business support

Get Started Client Interaction

Diagnostic: customer details - overview of business idea and requirements e.g. loan;

Business plan: customer plan for business;

Loan application: application for start-up loan - personal financial details recorded and scanned copies of ID.

Financial forecast: forecast for new business;

Photographs: client image to accompany press releases;

Press release: story/details of new business;

Correspondence: between Get Started and client.

Paper and electronic.

Paper - 5 years.

Electronic - until no longer a client and no longer required for operational use.

Secure disposal.

Business support

Event and Workshop Records.

Signing in sheets for events and workshops.

Paper and electronic.

Paper - 5 years.

Electronic - until no longer of operational use.

Secure disposal.

Business support

Business Growth Client Interaction

Client Contact Sheet and record sheet.

Paper and electronic.

Paper - until scanned for transfer to electronic system.

Electronic - until no longer a client.

Secure disposal.

Business support

Blackpool Unlimited Database

Client names and email addresses.

Electronic.

Email Contractor.

Until they unsubscribe or withdraw consent.

Secure disposal.

Business support

Blackpool Unlimited Property Search Records

Client names, company names, contact details and property search details.

Electronic.

Until they unsubscribe or withdraw consent.

Secure disposal.

Business support

Lettings Client Interaction

Any paperwork and documents relating to clients including:

Application forms with bank details;

Leases; TAW.

Paper and electronic.

Until interaction completed.

Secure disposal.

Business support

Meeting Rooms Client Interaction

Any paperwork relating to clients including bookings forms.

Paper and electronic.

12 months after meeting held.

Secure disposal.

Business support

Virtual Office Client Interaction

Any paperwork relating to clients including application form.

Paper and electronic.

Until interaction completed.

Secure disposal.

Business support

Quality Corridors Grant Scheme

All documents and records relating to the scheme. Including:

Expression of interest and application forms.

Project documentation/due diligence business plans, bank statements, planning permission, grant agreement.

Financial record, grant claims, invoices, receipts, bank statements.

P:Drive.
Evolutive.

Email.

Hard copy.

Funding requirement - to be retained until 31 March 2027.

Offer to Heritage Service for assessment to include in permanent collections, otherwise secure disposal.

LEP grant funding agreement.

Business support

Blackpool Investment Fund

Copies of:

Client application form;

Project assessment summary and related paperwork;

Client correspondence;

Client contractual documentation, including contract, claim forms etc.

Electronic.

Until completion of projects.

Offer to Heritage Service for assessment to include in permanent collections, otherwise secure disposal.

Contract - 6 years after completion date. Secure disposal.

Funding requirements.

Limitation Act 1980.

Business support

Business Loan Fund

Copies of:

Expressions of interest Information/application forms

Email correspondence

Business plans

Trading accounts

Directorship and credit checks

Freehold/leasehold titles

Electronic.

6 years after final load repayment date.

Secure disposal.

Customers/ Suppliers

Copies of new customer/supplier forms with details of name, address, contact methods.

Electronic.

Until superseded, uploaded to electronic system or consent withdrawn.

Secure disposal.

Invoices

Copies of invoices raised and received including names and addresses.

Electronic.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6.

ESS Tax Forms

Employment status forms to be completed for each new supplier that is proved to be self-employed. Personal details held only on the accompanying supplier form.

Electronic and paper.

Until work is complete or 6 years plus current year.

Secure disposal.

Value added Tax Act 1997 Sch 11 Para 6.

Limitations Act 1980.

Purchase Orders

Copies of purchase orders.

Electronic.

6 years plus current year.

Secure disposal.

Management Account

Copies of management accounts.

Electronic.

1 year plus current year.

Secure disposal.

Operating Agreements

Copies of operating agreements for Key Leisure Assets include details of companies operating these and operational specification/schedule.

Electronic and paper.

Not under seal - 6 years after completion of operating agreement.

Under seal - 12 years after completion of operating agreement.

Secure disposal.

Limitation Act 1980.

Local Government Act 1972.

Grant Funding

Copies of agreements for grant funding.

Electronic and paper.

In line with grant funding source requirements.

Secure disposal.

Individual grant requirements.

Risk Assessments

Copies of risk assessments completed including those provided by contractors.

Working at height assessments also held.

Electronic and paper.

Until superseded or no longer of effective operational use.

Secure disposal.

Method Statements

Copies of method statements including those provided by contractors.

Electronic and paper.

Until superseded or no longer of effective operational use.

Secure disposal.

Tenders

Supplier tenders.

Electronic.

Until contract awarded.

Secure disposal.

Contracts

Supplier contracts.

Electronic.

6 years after completion of contract.

Secure disposal.

Limitations Act 1980.

Growth and prosperity

General Property Interests 

Details of interested parties who show interest in properties. Details held for marketing purposes.

Electronic.

Until they unsubscribe or withdraw consent.

Secure disposal.

Growth and prosperity

Enterprise Zone Specific Property Enquiries 

Details of enquirers name, telephone number and address, type of business.

Usually received via info@bfwedc.co.uk.

Electronic.

Retained for life of the Enterprise Zone projects (Hillhouse and Blackpool Airport) anticipate date 2040.

DCLG and LEP Audit Requirements.

Growth and prosperity

Enterprise Zone Rates Relief Applications

Details of enquirer's name, business contact details are included within the expressions of interest and full application forms.

Shared within Council for providing advice on acceptability against award criteria;

To record as enquiries for DCLG reporting;

Applications can be received electronically or in hard copy which is then also scanned for forwarding. 

Electronic copies on Z, X and H Drives and desktop and occasionally printed hard copies on file.

Retained until April 2027 (may extend to April 2030) for life of Enterprise Zone Rates relief programme.

Secure disposal.

The Non-Domestic Rating (Small Business Rate Relief) (England) Order 2012;

Local Government Finance Act 1988, Section 43.

Growth and prosperity

Company Databases

Schedules of businesses provided from external sources such as MINT, Experian etc.

Rating data in respect of companies/occupiers on Enterprise Zones at Hillhouse and Blackpool Airport.

Electronic.

1 year or until superseded.

Secure disposal.

Growth and prosperity

Local Transport Plan Contacts

List of email addresses of potential consultees.

Electronic.

Until no longer participating as a consultees or they withdraw consent.

Growth and prosperity

VEPI (Visitor Economy Performance Indicators)

Monthly report on Blackpool's economic performance.

Electronic.

Until superseded.

Secure disposal.

Growth and prosperity

Coastal Community Team

Coastal Community Team members include individual business owners.

Electronic.

Until closure of networking group.

Secure disposal.

Planning strategy

Local Plan consultation database

Contact details of Local Plan consultees.

Electronic.

Until no longer of effective operational use.

Secure disposal.

The Town and Country Planning (Local Planning) (England) Regulations 2012.

Planning strategy

Marton Moss Neighbourhood Planning Approach Respondents

Contact details of all respondents to the Marton Moss Neighbourhood plan consultation.

Electronic.

Until no longer of effective operational use.

Secure disposal.

The Town and Country Planning (Local Planning) (England) Regulations 2012.

The Neighbourhood Planning (General) Regulations 2012.

Planning strategy

Call for Sites Respondents

Contact details of anyone who has submitted a call for sites suggestion.

Electronic.

Until no longer of effective operational use.

Secure disposal.

The Town and Country Planning (Local Planning) (England) Regulations 2012.

Planning strategy

Self-Build Register

Details of anyone who has applied to be included on the self-build register, includes name and address.

Electronic

Until superseded or they withdraw consent.

Secure disposal.

Self-Build and Custom Housebuilding Regulations 2016.

Building control, development management and transport policy

Building Control - Regulation Related

Records showing regulation of the planned use of land or buildings and inspecting building work for the purpose of ensuring compliance. Includes: Building Regulation full plans and building notices; inspection reports.

1948-74: Microfilm. 1974-92: Microfiche. Archived to 1992: electronic.

Permanent (electronic) archive from decision date.

Building Act 1984;

Building Regulations 2010;

Land Charges Act 1972.

Building control, development management and transport policy

Building Control - Initial Notices

Initial notices from private inspectors.

Electronic.

Permanent archive.

Building Act 1984;

Building Regulations 2010;

Land Charges Act 1972.

Building control, development management and transport policy

Building Control - Regularisation Applications

Applications for retrospective regularisation of building works.

Electronic.

Permanent archive from decision date.

Building Act 1984;

Building Regulations 2010;

Land Charges Act 1972.

Building control, development management and transport policy

Building Control - Enforcement

Enforcing building regulations including copies of enforcement notices.

Paper and electronic.

Paper - until scanned into electronic system.

Secure disposal.

Electronic - permanent archive from decision date.

Building Act 1984;

Building Regulations 2010;

Land Charges Act 1972.

Building control, development management and transport policy

Development Control - Planning Applications

Records for the control of development of areas through applications for planning permission. Includes planning application files and plans, and appeal documents.

1948-74: Microfilm. 1974-92: Microfiche. Archived to 1992: Electronic.

Undecided applications: paper.

Paper - until scanned into electronic system.

Secure disposal.

Electronic - permanent archive from decision date.

Town and Country Planning Act 1990, 2015 & 2017 (Amendment);

Planning and Listed Buildings Act;

See also https://www.planningportal.co.uk/directory/3/policy_and_legislation/category/9.

Building control, development management and transport policy

Development Control - Advice

Copies of Pre-Application advice applications and advice given.

Electronic.

Permanent.

Building control, development management and transport policy

Development Control - Permitted Developments

Copies of permitted development records including decisions.

Electronic.

Permanent.

Town and Country Planning (General Permitted Development)(England) Order 2015;

See also https://www.planningportal.co.uk/directory/3/policy_and_legislation/category/9.

Building control, development management and transport policy

Development Control - Use Classes

Records for permitted use classes for premises and development between classes e.g. shop to office.

Electronic.

Permanent.

Town and Country Planning (Use Classes) Order 1987;

Town and Country Planning (Use Classes) (Amendment)(England) Order 2015.

See also https://www.planningportal.co.uk/directory/3/policy_and_legislation/category/9.

Building control, development management and transport policy

Planning Scheme

The summary management of planning scheme regulation.

The planning and enforcement registers, including reasons for granting or refusing permission.

1948-74: paper.

1974-date: electronic

Permanent.

Town and Country Planning Act 1990.

Building control, development management and transport policy

Objections

Copies of the submissions and objections to planning schemes and amendments and the associated documented considerations.

Examples are:

Enforcement Notices;

Planning Contravention Notices;

Breach of Condition Notices;

Section 215 Notices;

Stop Notices;

Enforcement Appeals;

Complaints.

Notices 1974-94: Microfilm.

Complaints 1994- 96: Paper.

(Municipal Basement). Complaints 1997- date: Paper.

Full files 1994-date: 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.

Building control, development management and transport policy

Countryside and Open Spaces

Details and records for maintaining the countryside and developing open spaces for public amenity.

Paper and electronic.

Permanent.

Countryside and Rights of Way Act 2000;

Wildlife and Countryside Act 1981 (as amended); Conservation (Natural Habitats, &c.) Regulations 1994 (plus amendments 2004 and 2007);

Environment Act 1995;

Natural Environment and Rural Communities Act 2006.

Building control, development management and transport policy

Tree Preservation

Copies of Tree Preservation Orders and Requests for work to be protected.

Paper and electronic.

Permanent.

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

Building control, development management and transport policy

Strategic Transport Policy

The Local Transport Plan and the records of developing vision and strategic directions regarding existing transport and infrastructure within the municipality.

Paper and electronic.

Latest version retained.

Previous versions offered to Heritage Service for assessment to include in permanent collections, otherwise secure disposal.

Building control, development management and transport policy

Transport Policy Correspondence

Other comments and correspondence on transport policy and development issues.

Electronic.

Life of plan/project.

Secure disposal.

Building control, development management and transport policy

Land Charges Register

Local Land Charges Register.

Electronic and paper.

Permanent.

Land Charges Act 1925 (pre 1926 Register).

Land Charges Act 1972.

Building control, development management and transport policy

Land Charge Searches

Search requests and associated documentation.

Electronic and paper.

3 years.

Secure disposal.

Land Charges Act 1972.

Building control, development management and transport policy

Land Charges Correspondence

Other comments and correspondence on Land Charges and search results.

Electronic and paper.

3 years.

Secure disposal.

Land Charges Act 1972.

Building control, development management and transport policy

General Correspondence

Other correspondence not included above.

Electronic and paper.

3 years.

Secure disposal.

Visit Blackpool

Electronic Marketing

Online e-mail marketing software (contains e-mail addresses and some postcodes).

Electronic.

Until they unsubscribe or withdraw consent.

Secure disposal.

Visit Blackpool

Competition Entries

Online survey software for capturing competition entries and acquiring visitor feedback. Names and contact details, comments.

Electronic.

Held for period of competitions/survey.

Secure disposal once closed.

Contact details transferred for marketing with consent.

Visit Blackpool

Destination Management

Contains personal details of accommodation providers, attraction operator and catering staff who register their details with us to promote on www.visitblackpool.com.

Electronic.

Until superseded or event completed.

Secure disposal.

Visit Blackpool

Resort Pass

Records of online sales. Administered with personal and banking details of customers. Includes details of customers who opt-in to newsletter.

Electronic.

Until superseded or they withdraw consent.

Secure disposal.

Visit Blackpool

Surveys

Online data capturing service for recording feedback that records personal details.

Electronic.

Visit Blackpool

Data Capture Cards

Cards used at events to encourage sign-ups to our newsletter. Input to a database.

Paper and electronic.

Paper - 7 years then securely destroyed.

Electronic - until they unsubscribe or withdraw consent.

Secure disposal.

Beach patrol

Public Injuries First Aid Treatment

Casualty details.

Paper.

Adults - 6 years.

Children - up to child's 18^th birthday.

Secure disposal.

Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013.

Beach patrol

Risk Assessments

Records of identified hazards, and the assessment of the risks and control measures required.

Electronic.

6 years.

Secure disposal.

Management of Health and Safety at Work Regulations 1999 relating to the beach operator.

Beach patrol

RLSS Beach Lifeguard Training Records

Training records.

Paper.

6 years.

Secure disposal.

Management of Health and Safety at Work Regulations 1999 relating to the beach operator.

Beach patrol

RLSS Qualifications

RLSS certificates.

Paper.

6 years.

Secure disposal.

Management of Health and Safety at Work Regulations 1999 relating to the beach operator.

Beach patrol

Normal Operating Procedures and Emergency Action Plans

Standard operating procedures for beach lifeguard operations.

Electronic.

6 years.

Secure disposal.

Departmental "duty of care" responsibility health and safety for staff and for the public - 1952 Occupiers Liability Act (amended 1984) down to low water.

Beach patrol

Blue Flag Beach Application Criteria

Emergency plan, site map, beach lifeguard NOP's & EAP's, risk assessments, educational information.

H Drive.

6 years.

Secure disposal.

Blue Flag Criteria FEE (the Foundation for Environment Education) - Denmark. 

Beach patrol

Health and Safety

COSHH records.

Electronic.

40 years.

Secure disposal.

Control of Substances Hazardous to Health Regulations 2002.

Beach patrol

Training Records

Records of training (health and safety).

First aid; fire warden; manual handling; COSHH; fire risk assessment;

work at height risk assessment etc.

Electronic and paper.

Until no longer employed the in line with HR retention periods.

Secure disposal.

Health and Safety at Work Act 1974.

Beach patrol

Employee Accident Records

Accident/incident report forms - employees.

Electronic and paper.

Minimum 3 years after date of last entry (unless the person is under 18 when the form has to be kept until they reach 21).

Secure disposal.

Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013.

Beach patrol

Equipment Maintenance Records

Maintenance of public and advanced lifesaving equipment and appropriate PPE.

Paper.

6 years.

Secure disposal.

Health and Safety at Work Act 1974.

Car parks - Parking administration

PCNs Issued

Notebooks of CEOs which contain details of all PCNs issued including car registration numbers.

Paper and electronic.

2 years.

Secure disposal.

Car parks - Parking administration

Body Camera Footage

Date stamped video footage of each PCN a CEO issues.

Electronic.

3 months.

Auto-deletion or manual secure deletion.

Surveillance Camera Commissioner's Code of Practice.

Car parks - Parking administration

Payroll

Enhancement payroll forms for each CEO working weekends and bank holidays.

Paper and electronic.

In line with payroll retention periods.

Secure disposal.

Car parks - Parking administration

Incident Report

Forms completed when CEOs have incidents/accidents and near misses.

Paper.

Minimum 3 years after date of last entry (unless the person is under 18 when the form has to be kept until they reach 21).

Secure disposal.

Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013.

Car parks - Parking administration

Disabled Badges

Misuse letters completed and kept when a CEO reports someone misusing a disabled badge.

Paper and electronic.

3 years.

Secure disposal.

The Disabled Persons (Badges for Motor Vehicles) (Wales) (Amendment) Regulations 2013 - personal badges

Disabled Persons (Badges for Motor Vehicles) (England) Regulations 2000.

Car parks - Parking administration

Staff Training Records

Work records of training (health and safety):

First Aid
Fire Warden
Manual Handling
COSHH
Fire Risk Assessment

Work at Height Risk Assessment etc.

Conflict Management training

Working at Heights

iPool Mandatory courses

Electronic.

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

Secure disposal.

Health and Safety at Work Act 1974.

Car parks - Parking administration

Banking

Reconciliations

Reconciliation files/sheets (including where printed and signed as proof of review).

Paper.

6 years.

Secure disposal.

Value Added Tax Act 1997 Sch 11 Para 6.

Car parks - Parking administration

Bank Deposits

Bank deposit books/slips/stubs.

Paper.

2 years.

Value Added Tax Act 1997 Sch 11 Para 6.

Car parks - Parking administration

DVLA

Keeper name and addresses.

Electronic.

Digital images removed after 2 years.

Essential details required for audit trail.

Car parks - Parking administration

Digital images

Vehicle registration numbers, make and colour.

Electronic.

Digital images removed after 2 years.

Essential details required for audit trail.

Car parks - Parking administration

Residential Parking Scheme

Details of residents who reside in a residential parking scheme and applications for permits.

Electronic.

Until superseded or permit no longer required of withdrawn.

Secure disposal.

Car parks - Parking administration

Staff Parking Permits

Permit application details containing staff names, vehicle registrations.

Electronic.

Until superseded or permit no longer required of withdrawn.

Secure disposal.

Car parks - Parking administration

Business Permits

Permit application details containing business names and addresses, vehicle registrations.

Electronic.

Until superseded or permit no longer required of withdrawn.

Secure disposal.

Car parks - Parking administration

Automatic Number Plate Recognition System

Digital images taken of vehicle number plates on entry and exit to multi-storey car park (Talbot Rd site).

Electronic.

30 days.

Car parks - Parking administration

Customer Database

Talbot Rd Car Park Access Control System database containing names and pass details.

Electronic

Until superseded or access no longer required of withdrawn.

Manually deleted.

Car parks - Parking administration

Bailiff Warrant Data Files

Keeper name and addresses, contravention details, debt details.

Electronic.

2 years.

Secure disposal.

Car parks - Parking enforcement (CEOs)

PCNs Issued

Notebooks of CEOs which contain details of all PCNs issued including car registration numbers.

Paper and electronic.

2 years.

Secure disposal.

Car parks - Parking enforcement (CEOs)

Body Camera Footage

Date stamped video footage of each PCN a CEO issues.

Electronic.

3 months.

Auto-deletion or manual secure deletion.

Surveillance Camera Commissioner's Code of Practice.

Car parks - Parking enforcement (CEOs)

Payroll

Enhancement payroll forms for each CEO working weekends and bank holidays.

Paper and electronic.

In line with payroll retention periods.

Secure disposal.

Car parks - Parking enforcement (CEOs)

Incident Report

Forms completed when CEOs have incidents/accidents and near misses.

Paper.

Minimum 3 years after date of last entry (unless the person is under 18 when the form has to be kept until they reach 21).

Secure disposal.

Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013.

Car parks - Parking enforcement (CEOs)

Disabled Badges

Misuse letters completed and kept when a CEO reports someone misusing a disabled badge.

Paper and electronic.

3 years.

Secure disposal.

The Disabled Persons (Badges for Motor Vehicles) (Wales) (Amendment) Regulations 2013 - personal badges

Disabled Persons (Badges for Motor Vehicles) (England) Regulations 2000.

Car parks - Parking enforcement (CEOs)

Staff Training Records

Work Records of training (health and safety):

First Aid
Fire Warden
Manual Handling
COSHH
Fire Risk Assessment

Work at Height Risk Assessment etc.

Conflict Management training

Working at Heights

iPool Mandatory courses.

Electronic.

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

Secure disposal.

Health and Safety at Work Act 1974.

 Community safety

Community Protection Warnings Issued

Copies of CPWs issued to people causing harassment, alarm or distress to warn them to cease certain behaviours.

Electronic.

For period of CPW unless superseded by CPN or CBO plus 6 years.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014.

 Community safety

Community Protection Notices Issued

Copies of CPNs issued to people breaching the requirements of a CPW.

Electronic.

For period of CPN unless superseded by CBO plus 6 years.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014.

 Community safety

Fixed Penalty Notice Issued

Copies of FPNs issued to people breaching a CPN.

Electronic.

6 years.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014;

Limitation Act 1980

 Community safety

Criminal Behaviour Orders Issued

Copies of CBOs obtained on the back of a criminal conviction with a number of conditions and carrying the power of arrest if breached.

Electronic.

Until end date of CBO plus 6 years.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014.

 Community safety

Injunctions Issued

Copies of injunctions issued as an alternative to a CBO. Carry the power of arrest if breached.

Electronic.

Until end date of Injunction plus 6 years.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014.

 Community safety

Acceptable Behaviour Contracts

Copies of voluntary ABCs (agreements) used as early interventions to people behaving in an antisocial way. Used as evidence if further enforcement is needed.

Electronic.

Until contract completed then 6 years unless required for further enforcement action.

Secure disposal.

 Community safety

Closure Order

Copies of closure orders can be used to close homes, individual/blocks of flats or premises where there is persistent antisocial behaviour.

Electronic.

Permanent, as history of premises.

Anti-Social Behaviour Crime and Policing Act 2014.

 Community safety

Anti-Social Behaviour Records

Anti-social behaviour complaint records for both victim and perpetrator and any services involved.

Electronic.

6 years unless part of ongoing enforcement or legal action.

Secure disposal.

Anti-Social Behaviour Crime & Anti-Social Behaviour Crime and Policing Act 2014;

Limitations Act 1980.

 Community safety

ASBRAC Records

Antisocial behaviour risk assessment conference and related correspondence.

Electronic.

6 years unless part of ongoing enforcement action.

Secure disposal.

Anti-Social Behaviour Crime and Policing Act 2014;

Limitations Act 1980.

 Community safety

Letters

Advice or warning letters for certain behaviours or to answer queries.

Electronic.

Until no longer of effective operation use or a formal CPW, CPN or CBO issued.

Secure disposal.

 Community safety

CCTV/ Body Worn Camera/ Photographs

CCTV/camera footage/photographs used as evidence for further enforcement or legal cases.

Electronic.

3 months unless required for further enforcement action or legal case when an evidential copy will be retained.

Auto-delete or secure disposal.

Surveillance Camera Commissioner's Code of Practice.

Information Commissioner's Code of Practice.

Law Enforcement Directive (EU).

 Community safety

Witness Statements

Police MG11 forms and witness statements used in legal cases.

Electronic.

6 years after completion of legal case unless required for further legal action when an evidential copy will be retained.

Secure disposal.

 Community safety

Diary Log Sheets

Completed by residents to record incidents of antisocial behaviour/noise nuisance.

Electronic.

6 years unless required for evidential purposes for ongoing enforcement or legal action.

Secure disposal.

 Community safety

Meetings

Minutes/case lists about individuals/groups discussed/to be discussed.

Electronic.

1 year plus current year.

Secure disposal.

 Community safety

Incident Report

Forms completed when staff have incidents/accidents and near misses.

Paper.

Minimum 3 years after date of last entry (unless the person is under 18 when the form has to be kept until they reach 21).

Secure disposal.

Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013.

 Community safety

Staff Training Records

Work Records of training (health and safety):

First Aid
Fire Warden
Manual Handling
COSHH
Fire Risk Assessment

Work at Height Risk Assessment etc.

Conflict Management training

Working at Heights

iPool Mandatory courses.

Electronic.

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

Secure disposal.

Health and Safety at Work Act 1974.

Security

Body Camera Footage

Date stamped video footage of each security incident captured.

Electronic.

3 months.

Auto-deletion or secure deletion.

Surveillance Camera Commissioner's Code of Practice.

Security

Payroll

Enhancement payroll forms for each security officers working weekends and bank holidays.

Paper and electronic.

In line with payroll retention periods.

Secure disposal.

Security

Incident Report

Forms completed when security officers have incidents/accidents and near misses.

Paper and electronic.

Minimum 3 years after date of last entry (unless the person is under 18 when the form has to be kept until they reach 21).

Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013.

Security

Staff Training Records

Work Records of training (health and safety).

First Aid
Fire Warden
Manual Handling
COSHH
Fire Risk Assessment

Work at Height Risk Assessment etc.

Conflict Management training

Working at Heights

iPool Mandatory courses.

Electronic.

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

Secure disposal.

Health and Safety at Work Act 1974.

Security

Security Reports

Individual reports covering alarm attendances.

Electronic.

7 years.

Secure disposal.

Security Industry Authority.

Security

Financial

Copies of billing and invoices.

Electronic.

6 years plus current year.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6.

CCTV

CCTV Recordings (Town Centre)

CCTV images captured on town centre system.

Electronic.

31 days for standard footage, then automatically deleted.

Evidential downloads for the Police (and a copy) retained for 6 months, then secure destruction.

Surveillance Camera Commissioner's Code of Practice.

Information Commissioner's Code of Practice.

Law Enforcement Directive (EU).

CCTV

Policies and Procedures

Copies of policies and procedures, code of practice and associated forms.

Paper and electronic.

Until superseded.

Secure disposal.

CCTV

Volunteer Records

Records of CCTV volunteers, police vetting and DBS checks, training records, SIA licence information.

Paper and electronic.

Until no longer registered as a volunteer.

Secure disposal.

CCTV

CCTV Requests

Copies of request received for CCTV images from public, police, and insurance, media or Council staff.

Paper and electronic.

3 years unless requires for evidential purposes in legal proceedings, or where individual requests are subject to ICO investigation or a Tribunal process where retention will be extended to 6 years after a decision has been received.

Secure disposal.

CCTV

Recordings (Body Worn Video)

Digital recordings will be used and stored in accordance with the Code of Practice.

Electronic.

No longer than 1 month (max. 31 days) unless required for evidential purposes in legal proceedings.

Surveillance Camera Commissioner's Code of Practice.

Information Commissioner's Code of Practice.

Law Enforcement Directive (EU).

CCTV

Plans/Maps

Location plans or maps of installed cameras.

Electronic.

Until superseded.

Deleted.

Learner/Tutors

Learner/tutor personal information.

Electronic.

Until superseded or no longer involved in learning/tutoring.

Secure disposal.

Contractual obligation (ESFA).

Enrolment Forms

Enrolment forms for learners containing personal and course information.

Paper.

Archived end of academic year.

All until 2034.

Secure disposal.

Contractual obligation (ESFA).

Registers

Register of attendance of learners per class.

Paper.

Archived end of academic year.

All until 2034.

Secure disposal.

Contractual obligation (ESFA).

Ascentis Registrations

Learner personal information sent to awarding body for exam registrations.

Electronic.

Until 2034.

Secure disposal.

Contractual obligation (ESFA).

Ascentis Exams

Exam papers.

Paper.

Sent to awarding body within 7 days of receipt.

Certificates

Awarded to learners on successful achievement of course. Scanned copies held.

Paper and electronic.

Archived end of academic year.

All until 2034.

Secure disposal.

Contractual obligation (ESFA).

Certificates

Celebration event records containing those who have achieved including addresses to invite to event (twice yearly).

Electronic.

Academic year.

Secure disposal.

Trackers

Learners name/contact number listed against course to monitor numbers prior to receiving enrolment forms.

Electronic.

Academic year.

Secure disposal.

Marketing

Spreadsheet used to create mail merges to distribute marketing material on a termly basis.

Electronic.

Academic year.

Secure disposal.

Progression Information

Learner contact information shared with an external company for client follow-up service.

Electronic.

Until 2034.

Secure disposal.

Contractual obligation (ESFA).

Contractors

Learner information shared with our subcontractors for purpose of claims.

Electronic.

Until 2034.

Secure disposal.

Contractual obligation (ESFA).

Banking

Record of learner name payment amount/method.

Electronic.

Academic year.

Secure disposal.

Payroll

Copies of casual employee claim forms.

Electronic.

In line with payroll retention period.

Secure disposal.

Business Continuity

Business continuity plan.

Electronic.

Until superseded.

Secure disposal.

Civil Contingences Act 2004.

Single Register

Employee DBS/qualifications.

Electronic.

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

Secure disposal.

Homelessness/ Housing Advice.

Details of customer receiving housing advice. May include a Personal Housing Plan for each customer.

Electronic.

6 years plus current year.

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Interventions

Details of interventions undertaken with customers to prevent homelessness. May include a Personal Housing Plan for each customer.

Electronic.

6 years plus current year.

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Homelessness Advice

Details of customers who receive help to relieve homelessness. May include a Personal Housing Plan for each customer.

Electronic.

6 years plus current year.

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Mediation Support

Records of young people receiving mediation support.

Electronic.

6 years plus current year.

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Tenancy Support

Records of customers receiving tenancy support. May include a Personal Housing Plan for each customer.

Electronic.

6 years plus current year.

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Homelessness / Housing - B and B Records.

Record of B and B and storage payments for homelessness applicants.

Electronic.

6 years plus current year (financial records)

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Housing Register

Application form for housing register including supportive information where appropriate. Will include name, current address, family situation and family details, health information, current financial situation and outgoing rent payments or similar.

Electronic -

online database shared between 9 partners called MyHomeChoiceFyldeCoast.

6 years.

Secure disposal.

Housing Act 1996.

Rough Sleeping

Records of people identified by rough sleeping by the outreach team.

Electronic and paper.

Until no longer identified as a rough sleeper, then 6 years plus current year.

Secure disposal.

Homelessness Reduction Act 2017;

Limitations Act 1980.

Gating Orders

Copies of gating orders made for installation of alley gates in a given location.

Electronic and paper.

Until gating order no longer in force (i.e. gate removed).

Secure disposal.

Anti-social Behaviour, Crime and Policing Act 2014;

Public Spaces Protection Order 2018.

Public Consultation Papers

Copies of consultation undertaken for each gating order.

Electronic and paper.

12 months from end date of consultation period.

Secure disposal.

Anti-social Behaviour, Crime and Policing Act 2014;

Public Spaces Protection Order 2018.