GDPR Retention Policy of the hungarian vizsla society
“Data minimisation” is one of the overarching principles in the General Data Protection Regulation. It requires personal data to be retained only for so long as is necessary. Personal data should therefore only be kept as long as is strictly necessary and the Hungarian Vizsla Society have set out their policy below.
Retention Policy
The Hungarian Vizsla Society will only retain personal data for as long as necessary to fulfil the purposes for which it was collected it including for the purposes of satisfying any legal, accounting, or reporting requirements.
Personal data can be further processed and stored for archiving in the public interest and statistical and historical research purposes. When doing so we will consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of:-
Financial Records:
There is statutory requirement to keep financial records for seven years. However, records may be kept for the last nine years, in order to ensure that year ends and AGM data are available. Beyond the nine year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was an incident which was of particular significance.
Membership Lists:
Old membership lists may have some historical value and/or statistical value The Hungarian Vizsla Society will consider how long is practically useful. They are helpful when studying the history of the breed in the UK.
Constitutions:
Out of date constitutions come into the same category. Whilst details of changes will be included in AGM reports,, there may be a historical interest in retaining original versions where possible, and which can be displayed as part of commemorative exhibitions.
Show Catalogues and Field Trial Schedules:
Show and Field Trial catalogues can provide a gold mine of information and statistics, as well as forming an important historical record. Show entry forms must be retained for twelve months after the show.
Committee and AGM/SGM Minutes and Documents:
Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business together with the decisions made and policies agreed. Also as an “information resource” to resolve any procedural issues or disputes.
Last Revision April 2019
Please download the file for a printable version.
Retention Policy
The Hungarian Vizsla Society will only retain personal data for as long as necessary to fulfil the purposes for which it was collected it including for the purposes of satisfying any legal, accounting, or reporting requirements.
Personal data can be further processed and stored for archiving in the public interest and statistical and historical research purposes. When doing so we will consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of:-
- members
- Exhibitors
- Competitors
- judges,
Financial Records:
There is statutory requirement to keep financial records for seven years. However, records may be kept for the last nine years, in order to ensure that year ends and AGM data are available. Beyond the nine year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was an incident which was of particular significance.
Membership Lists:
Old membership lists may have some historical value and/or statistical value The Hungarian Vizsla Society will consider how long is practically useful. They are helpful when studying the history of the breed in the UK.
Constitutions:
Out of date constitutions come into the same category. Whilst details of changes will be included in AGM reports,, there may be a historical interest in retaining original versions where possible, and which can be displayed as part of commemorative exhibitions.
Show Catalogues and Field Trial Schedules:
Show and Field Trial catalogues can provide a gold mine of information and statistics, as well as forming an important historical record. Show entry forms must be retained for twelve months after the show.
Committee and AGM/SGM Minutes and Documents:
Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business together with the decisions made and policies agreed. Also as an “information resource” to resolve any procedural issues or disputes.
Last Revision April 2019
Please download the file for a printable version.
| gdpr_hungarian_vizsla_society_retention_policy.pdf |