| Education |
Children & Schools |
Education Access & Compliance |
Data sharing between PCC - School Admissions and Hywel Dda University Health Board - Child Health |
Information captured as part of the ‘Data Sharing Agreement for: Pembrokeshire School Admissions Service and Hywel Dda Child Health Board’. Sharing of pupil lists - PCC to Hywel Dda Health Board. Sharing of known births - Hywel Dda Health Board to PCC |
Date of birth of the pupil + 25 years |
Education Act 1996. Local Government Act 2006. School Standards and Framework Act 1998 |
| Education |
Children & Schools |
Education Access & Compliance |
Freedom of Information (FOI) request |
All records relating to FOI request |
6 years |
not applicable |
| Education |
Children & Schools |
Education Access & Compliance |
LA complaint (pupil and parent details) |
All records relating to the school and/or LA complaint |
For consistency, timescales are as per the School Model Complaints Policy. This is the retention period stated in the IRMS School’s Toolkit Date of complaint + 7 years. If negligence involved then date of complaint + 16 years. If child protection or safeguarding issues involved then date of complaint + 40 years. |
School complaints procedure: guidance 2022. Section 36 of the Public Service Ombudsman (Wales) Act. LA Complaints Handling Procedures. |
| Education |
Children & Schools |
Education Access & Compliance |
Police, Legal and/or Social Care request |
All records relating to Police, Legal and Social Care request e.g. Annex C request |
6 years |
not applicable |
| Education |
Children & Schools |
Education Access & Compliance |
School Admissions appeal (pupil and parent details) |
All records relating to the school admissions appeal |
Date of birth of the pupil + 25 years This is the retention period stated in the IRMS School’s Toolkit |
School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 |
| Education |
Children & Schools |
Education Access & Compliance |
School Admissions arrangements |
All records relating to the creation and implementation of the School Admissions Policy |
Lifetime of the Policy + 3 years then review This is the retention period stated in the IRMS School’s Toolkit |
School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 |
| Education |
Children & Schools |
Education Access & Compliance |
School transport appeal (pupil and parents details) |
All records relating to the school transport appeal |
Date of birth of the pupil + 25 years This is the retention period stated in the IRMS School’s Toolkit |
Learner travel (Wales) Measure 2014. School transport policy 2022. |
| Education |
Children & Schools |
Education Access & Compliance |
Staff disciplinary and dismissal allegation |
All records relating to allegation of staff misconduct |
Same timescales as School Complaint. Date of complaint + 7 years. If negligence involved then date of complaint + 16 years. If child protection or safeguarding issues involved then date of complaint + 40 years. |
Disciplinary and dismissal procedures for school staff February 2020 |
| Education |
Children & Schools |
Education Access & Compliance |
Subject Access Request (SAR) |
All records relating to SAR |
6 years |
not applicable |
| Education |
Children & Schools |
Education Safeguarding |
Domestic Abuse Daily Discussions |
Minutes held of multi-agency discussions and agency actions |
6 months |
Police DPA |
| Education |
Children & Schools |
Education Safeguarding |
Enquiries |
not applicable |
Until learners are 25 years old |
not applicable |
| Education |
Children & Schools |
Education Safeguarding |
Operation Encompass |
Police daily notifications of domestic abuse incidents where children have been present. EST collect anonymous data on number of OE notifications for reporting purposes. |
1 week |
not applicable |
| Education |
Children & Schools |
Education Safeguarding |
Operation Endeavour |
Police daily notifications of children going missing incidents |
1 week |
Police DPA |
| Education |
Children & Schools |
Education Safeguarding |
Strategy Meetings |
Minutes of meetings held when an allegation has been made against an education practitioner |
2 years |
Strategy meetings of this nature cannot be concluded until the criminal process has been concluded. WSP |
| Education |
Children & Schools |
Education Welfare |
Agency Reports/Letters |
Case files |
Until pupil is 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Attendance Monitoring |
Case notes/chronology |
Until pupil is 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Chaperones |
Database |
3 years |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Child Performance |
Case files |
Until 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Children Missing in Education (CME) |
Database and case files |
Until pupil is 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Employment Licences |
Case files |
Until 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Home Education |
Database and case files |
Until 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Internal Staff Appraisals/Monthly Supervision |
PDR Record – supervision folder |
Current and 2 previous years |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Penalty Notices |
Database and case files |
Until pupil is 25 years old |
not applicable |
| Education |
Children & Schools |
Education Welfare |
Service Children data collection |
Database and case files |
Until 25 years old |
not applicable |
| Education |
Children & Schools |
School Governance |
Governor Meetings |
Record of agenda items, discussions and decisions made at governing body meetings. |
Although generally kept for the life of the organisation, the LA is only required to make these available for 10 years from the date of the meeting. |
Retention period as stated in the IRMS School’s Toolkit |
| Education |
Children & Schools |
School Governance |
Governor Recruitment |
Name, address, contact numbers and email addresses. Personal statement as to the applicant’s skills and experience, job description, eligibility to serve as governor |
Parent Governors – date of election + 6 months Co-opted Governors - Provided that the decision has been recorded in the minutes, the records relating to the appointment can be destroyed once the co-opted governor has finished their term of office (except where there have been allegations concerning children). In this case retain for 25 years Chair & Vice Chair - Once the decision has been recorded in the minutes, the records relating to the election can be destroyed |
Retention period as stated in the IRMS School’s Toolkit |
| Education |
Children & Schools |
School Governance |
Governor Training Courses |
Record of training attended by individual governors, e.g., course name, date, venue, tutor, attendance record (including absentees) |
Date Governor steps down + 6 years |
Retention period as stated in the IRMS School’s Toolkit |
| Education |
Children & Schools |
School Governance |
Instrument of Government |
Name of School; category of School; name of Governing Body; composition of Governing Body |
For the life of the school |
Retention period as stated in the IRMS School’s Toolkit |
| Education |
Children & Schools |
School Governance |
School complaint process (pupil and parent details) |
All records relating to school complaints |
For consistency, timescales are as per the School Model Complaints Policy. This is the retention period stated in the IRMS School’s Toolkit Date of complaint + 7 years. If negligence involved then date of complaint + 16 years. If child protection or safeguarding issues involved then date of complaint + 40 years. |
School complaints procedures: guidance December 2022 |
| Education |
Cultural, Leisure & Registration Services |
Archive Services |
Archive Depositors/Donors |
Accessions register; accessioning paperwork; correspondence re: collections management |
Permanent record |
Vital record |
| Education |
Cultural, Leisure & Registration Services |
Archive Services |
Archive service correspondence |
E-mail or hard copy enquiries re: service provision, family and local history enquiries, etc. |
Current + 6 years. Then review and either destroy or transfer to archives for permanent preservation if of historical value |
Common practice |
| Education |
Cultural, Leisure & Registration Services |
Archive Services |
Service strategies, policies, plans and procedures documentation |
not applicable |
Keep until superseded. Then destroy unless of historical value. If so transfer to archives |
Common practice |
| Education |
Cultural, Leisure & Registration Services |
Archive Services |
Temporary Ticket Holders |
Application form |
Updated to full ticket if bring in valid ID - otherwise data retained for 5 years from date of temporary ticket. |
Common practice |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Accident Forms |
Personal details, including name, age, gender, contact details, and details of incident |
All new records are held on Evotix system but previous records should be 7 years for adults and 20 years for children |
Best practice |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Activity Booking Forms |
Contact details and details of bookings |
We are transitioning to digital bookings forms but previous copies should be kept for 2 years |
Industry best practice |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Direct Debit Mandate Forms |
Personal details plus bank account details |
Mandate forms are now digital and are deleted when the membership records for that customer are purged |
Financial Regulations |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Haverfordwest Leisure Centre CCTV |
not applicable |
6 months |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Marketing Photos/Videos |
not applicable |
10 years |
Business need |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Membership Records |
not applicable |
Deleted on notification that no longer a customer or if have not visited in the past 12 months. |
Best practice |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Milford Haven Leisure Centre CCTV |
not applicable |
30 days average. Records only if there's movement. The storage is a 2 terabyte (2TB) disc. Once the available storage space is occupied, the system starts overwriting from the first slot. Device records only when there is movement so this is dependent on how much movement there has been. Footage could be overwritten sooner than 30 days or kept longer if no movement has been detected. |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Over 60’s Active Leisure Scheme |
Included in above Membership Records and Activity Records |
If the agreement ends in March 2024, and as a local authority we are not looking to continue using the system, Upshot would complete their ex-client process and the account (inc. data within it) would be deleted 5 months after the licence end date. Before deletion, local authorities will have the opportunity to export any data, and the Upshot team can support with this. |
Best practice |
| Education |
Cultural, Leisure & Registration Services |
Leisure Services |
Pembroke Leisure Centre CCTV |
not applicable |
Automatically overwrites after a 30 days of data. |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Libraries |
Library Borrower Details |
Name, Address, DOB recorded on Library Management System |
1 year from termination/expiry of membership. Debtors’ details kept for 6 years. |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Libraries |
Library CCTV |
not applicable |
30 Days |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Libraries |
Library Computer Visitors |
Name, Address, DOB recorded on Library Management System Name and Address recorded on Netloan PC booking software |
3 years after last activity date, unless there are outstanding fines / fees to pay (debtor information). |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Libraries |
Library Event Attendance |
• Name • Date of Birth (For age related activities) • Telephone number • Email address • Language (to inform the service of language provision require at the course / event i.e. Welsh Language) • Library Card Number |
Destroyed once event has been completed |
not applicable |
| Education |
Cultural, Leisure & Registration Services |
Museum Services |
Annual Season Pass |
not applicable |
2 years |
Held for information purposes / checking renewals |
| Education |
Cultural, Leisure & Registration Services |
Museum Services |
Museum Depositors/Donators Details |
Museum Entry Form: three part paper record, completed by hand. Two parts kept by Museum; one part handed to depositor. Information not shared outside Museum Service Acquisitions Registers: handwritten ledgers; information not shared outside Museum Service MODES museum cataloguing database: digital record; currently no public access to the digital database, but when it is available, data protected by UK GDPR is not available to view by general public |
Held indefinitely |
Part of permanent record keeping for museum collections management. Clear records of previous ownership/current ownership of museum artefacts is required as part of the Spectrum Collections Management system as used by all UK museums. Accurate collections management records are a requirement of the ACE Museum Accreditation Standard |
| Education |
Cultural, Leisure & Registration Services |
Museum Services |
Outside/External Events and Weddings at Scolton |
Digital copies of booking forms and associated documents |
Held for duration of event. |
Held for duration to ensure all details about external events and wedding ceremonies are current and as proposed |
| Education |
Cultural, Leisure & Registration Services |
Museum Services |
Scolton Craft Fairs - Stall Holder Details |
not applicable |
Held for duration of event |
Held for duration in case we need to make contact due to cancellation or other |
| Education |
Cultural, Leisure & Registration Services |
Museum Services |
Scolton Manor CCTV |
Digital files |
Automatically overwrites after a month of data - but depends on how much data is recorded as only records with movement (data will be held for approximately a month). |
Held for site security purposes |
| Education |
Cultural, Leisure & Registration Services |
Museum Services |
Scolton Manor Website |
Personal details held if website users wish to create their own accounts or submit an education visit enquiry form |
Personal data is held in Grandad Digital's YouCreate hosting system for six months then automatically irretrievably deleted. |
Held to complete education enquiries or to allow the website users to access their personal accounts |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Applications for Approved Premise Licence |
Contact details |
Term of the license |
Contract |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Applications for Certified Certificates of Birth, Death, Marriage and Civil Partnership |
Applications for copy certificates of above registration records. |
2 years |
Required by law |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Ceremony Bookings |
Marriage, civil partnership and other ceremony booking and payment details |
2 years (in process of implementing new diary system which will automatically redact records based on retention schedule. Target completion date for implementation 31/03/2024.) |
Contract |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Citizenship Ceremony Bookings |
Home Office paperwork. |
2 years (determined by the Home Office). |
Contract |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Clergy and Approved Person for Religious Buildings |
Contact details |
For the duration of them being authorised - 2 years after vacation of office |
Contract |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Proof of Life |
Contact details |
2 years |
Contract |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Registration of Births, Deaths, Marriages, Civil Partnerships (and taking notice of Marriages and Civil Partnerships) |
Birth, death and marriage registrations. Notices of marriage and civil partnerships. |
Notices - 5 years. Register entries (births, deaths, marriages) - kept indefinitely. Electronic diary kept indefinitely. |
Required by law |
| Education |
Cultural, Leisure & Registration Services |
Registration Services |
Staff Contact Details |
Contact details |
Duration of employment in post/section |
Contract |
| Education |
Education |
Flying Start |
Access to services funded by Welsh Gov program. |
not applicable |
6 years |
not applicable |
| Education |
Education |
Flying Start |
CCTV |
not applicable |
30 days |
not applicable |
| Education |
Education |
Flying Start |
Supervision records |
not applicable |
For duration of employment |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
30 Hour Capital Grant Application |
not applicable |
7 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Additional Learning Needs Panel (including IDPs for Early Years Children) |
not applicable |
25 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Application Form for Children in Foundation Learning in Non Maintained Sector |
not applicable |
Applications stored on forge. 25 years from submission |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Children with Additional Learning Needs |
not applicable |
25 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Contact Details for Meetings |
not applicable |
Reviewed on annual basis and deleted when no longer attending meetings |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Contact Sheets |
not applicable |
Updated annually |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Early Years Education - Foundation Phase Nursery Settings |
not applicable |
Disposed when people move on |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Early Years Integration |
not applicable |
Duration of employment |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Early Years Settings Visits |
not applicable |
5 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Early Years Training |
not applicable |
Remove after 24 month last access |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Integrated Children's Centre |
not applicable |
Archived 2 years after contract ends |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Play inc |
not applicable |
25 years ALN |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Play inc plus |
not applicable |
25 years ALN |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Play Projects |
not applicable |
Held for duration of project/competition then destroyed |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Play Schemes |
not applicable |
ALN 25 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Play Training |
not applicable |
No documents required after 12 months |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Qualification Audit |
not applicable |
Remove immediately when new one set |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Sustainability Grant Application |
not applicable |
7 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
TAPPAS (Team around the Pupil, Parent and Setting) |
not applicable |
25 years after child’s date of birth is unless it is subject to legal action |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Tots to Teens/Play Inc Staff Details |
not applicable |
Duration of employment |
not applicable |
| Education |
Education Improvement & Commissioning |
Early Years |
Volunteering |
not applicable |
Remove when left service |
not applicable |
| Education |
Education Improvement & Commissioning |
Music Service |
Assisted Instrument Purchase Scheme |
Hire of PMS instruments to pupils. Storing contact details for recurring payments |
7 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Music Service |
Consent Forms |
Registration/membership to county ensembles. Consent for travelling to events/courses Safeguarding-include medical details and emergency contact information. |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Music Service |
Music Exam Results (press releases) |
Sharing exam success via press and social media |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Music Service |
Non Regular Groups - Big Band, Symphonic Brass |
Pupils who do not access weekly county ensembles. Rehearsals for ‘pop up’ events/ensembles. |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Music Service |
Trinity Rock & Pop Exam Entries |
Application form to sit formal music exams entered by tutors |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
Attendance Returns |
|
20 years |
https://gov.wales/sites/default/files/publications/2018-03/educational-records-school-reports-and-the-common-transfer-system-the-keeping-disposal-disclosure-and-transfer-of-pupil-information.pdf |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
Flying Start Database |
|
20 years |
https://gov.wales/sites/default/files/publications/2018-03/educational-records-school-reports-and-the-common-transfer-system-the-keeping-disposal-disclosure-and-transfer-of-pupil-information.pdf |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
Free School Meals Applications |
|
Destroy 6 years from file closure |
not applicable |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
National Data Collection of Teacher Assessments |
|
Held indefinitely. No longer active after 2024 |
https://gov.wales/sites/default/files/publications/2018-03/educational-records-school-reports-and-the-common-transfer-system-the-keeping-disposal-disclosure-and-transfer-of-pupil-information.pdf |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
Pupil Level Annual Census Return (PLASC) |
Statutory Annual Census return for all schools |
Historical record of schools information. Kept indefinitely or until Welsh Government advises differently |
https://gov.wales/sites/default/files/publications/2018-03/educational-records-school-reports-and-the-common-transfer-system-the-keeping-disposal-disclosure-and-transfer-of-pupil-information.pdf |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
Return to Work Meetings |
|
Information passed to HR for recording on iTrent. Held by service for 3 months and then destroyed once confirmed on iTrent. |
not applicable |
| Education |
Education Improvement & Commissioning |
Performance & Information/School Data Team |
Staff Workforce Annual Census Return (SWAC) |
|
Historical record of schools information. Kept indefinitely or until Welsh Government advises differently |
https://gov.wales/sites/default/files/publications/2018-03/educational-records-school-reports-and-the-common-transfer-system-the-keeping-disposal-disclosure-and-transfer-of-pupil-information.pdf |
| Education |
Education Improvement & Commissioning |
School Improvement |
CPD Teacher/Governor Training Evaluations |
Individual (not anonymised) school staff or governor training evaluation forms |
Retain for 2 years after training |
In line with guidance as outlined in PCC’s Retention and Disposal Schedules (Status/Version: 1.2) |
| Education |
Education Improvement & Commissioning |
School Improvement |
CPD Training (Schools) |
Training materials used to train school staff and governors. |
Retain for 3 years after course is superseded |
In line with guidance as outlined in PCC’s Retention and Disposal Schedules (Status/Version: 1.2) |
| Education |
Education Improvement & Commissioning |
School Improvement |
Headteacher Performance Development & Appraisal |
Review of headteacher’s performance over previous year and objectives for new year |
Retain for 5 years after a headteacher has left a school |
In line with guidance as outlined in PCC’s Retention and Disposal Schedules (Status/Version: 1.2) |
| Education |
Education Improvement & Commissioning |
School Improvement |
School Causing Concern Reports and Records |
School improvement plans (including Estyn post-inspection and LA support plans if in Estyn statutory follow-up) and progress review reports and any other related documentation. |
Retain for 7 years from the point of the school being removed the school causing concern category |
In line with guidance as outlined in PCC’s Retention and Disposal Schedules (Status/Version: 1.2) |
| Education |
Education Improvement & Commissioning |
School Improvement |
Standard School Improvement Reports, Reviews and other school documentation. |
Yearly evaluation of school provision and standards with log of visits School reviews School improvement plans or other planning/evaluation documentation) |
Retain for 7 years |
In line with guidance as outlined in PCC’s Retention and Disposal Schedules (Status/Version: 1.2) |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Activities with School Pupils |
Emergency contact details, name, age, and photograph/ video consent to be shared on social media platforms |
For the time they attend school |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Community Club Named Contacts |
Contact details of main community sports club contacts including name, address, contact number and email address |
Details are updated as and when contacts change. |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Community Club Representative on Safeguarding / First Aid Courses |
Contact details of attendees on the CPD Courses including name, age, address, date of birth, email address |
Sport Pembrokeshire disposes of personal details immediately after the course. |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Cynnydd Referrals |
Pupil referral data for the project including contact details, reason for referral, and education history. |
The records will be retained until we are advised by WEFO (or replacement body) that they can be destroyed/discarded. We cannot predict precisely how long this will be. The rules for document retention are set out in The WEFO Project Closure Guidance and indicate records will need to be retained until at least 2026. |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Event Photos/Videos for Promotional purposes |
Photographic footage and videos from events/festivals/ training/ awards |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Marketing and digital communications |
Photographic footage and videos from events/festivals/ training/ awards |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Sport Pembrokeshire Awards |
Photographic footage and video footage to illustrate the winners and finalists |
10 years |
not applicable |
| Education |
Education Improvement & Commissioning |
Sport Pembrokeshire |
Work Experience |
Contact detail and emergency contact details of next of kin for the placement |
Held for the length of placement |
not applicable |
| Education |
Education Improvement & Commissioning |
Youth Engagement & Progression Framework |
Cynnydd ESF Project |
not applicable |
The records will be retained until we are advised by WEFO (or replacement body) that they can be destroyed / discarded. We cannot predict precisely how long this will be. The rules for document retention are set out in The WEFO Project Closure Guidance and indicate records will need to be retained until at least 2026. |
not applicable |
| Education |
Education Improvement & Commissioning |
Youth Engagement & Progression Framework |
Post 16 NEETS |
not applicable |
Destroy when age 26 |
The Pupil Information (Wales) Regulations 2011 (as amended by the National Curriculum (Miscellaneous Amendments) (Wales) Regulations 2016) YEPF is an Welsh Government strategy to age 25 |
| Education |
Education Improvement & Commissioning |
Youth Engagement & Progression Framework |
TAPPAS Panels |
not applicable |
Destroy when age 26 |
The Education (Pupil Information) (Wales) Regulations 2004 YEPF is an Welsh Government strategy to age 25 |
| Education |
Education Improvement & Commissioning |
Youth Engagement & Progression Framework |
Transitioning Pupils |
not applicable |
Destroy when age 26 |
The Education (Pupil Information) (Wales) Regulations 2004 YEPF is an Welsh Government strategy to age 25 |
| Education |
Education Performance & Community |
Educational Psychology & Counselling |
Retention of Children’s Information/Data for Educational Psychology |
Reports, statutory documents, databases |
If the provision of support is up to 18, retention would be DOB plus 25 years. If the provision is up to 25, retention would be the last contact with young person plus 6 years. For Educational Psychology files with LAC involvement we will destroy 75 years from 18th birthday or for a period of 15 years after date of death |
(Limitation Act 1980 section 2) |
| Education |
Education Performance & Community |
Educational Psychology & Counselling |
Retention of Children’s Information/Data Primary and Secondary School Based Counselling Service |
Client records |
7 years after the end of intervention for Primary and Secondary School Based Counselling Service |
Standard Practice |
| Education |
Education Performance & Community |
Family Support Team (previously Team Around the Family) |
Supervision records |
not applicable |
For duration of employment |
not applicable |
| Education |
Education Performance & Community |
Family Support Team (previously Team Around the Family) |
To provide a service and support relevant to the family |
not applicable |
We will retain the information provided to us for 75 years from 18th Birthday or for a period of 15 years after date of death for Looked after Children, Children and Young People Subject to Supervision Orders or in relation to Child Protection, for those who do not fall under the above, information will be held for 3 years after closure. CCTV footage is retained for 30 days. |
not applicable |
| Education |
Education Performance & Community |
Inclusion Support (Including Parent Partnership Service) |
Advice and information |
not applicable |
Up until child’s 26th birthday |
not applicable |
| Education |
Education Performance & Community |
Inclusion Support (Including Parent Partnership Service) |
Inclusion Support Keyworker Service |
not applicable |
75 years from 18th birthday or for a period of 15 years after date of death for Looked after Children, Children and Young People Subject to Supervision Orders or in relation to Child Protection |
not applicable |
| Education |
Education Performance & Community |
Inclusion Support (Including Parent Partnership Service) |
Individual Development Plan (IDP) and Specialist College Applications |
not applicable |
25 years after child’s date of birth is unless it is subject to legal action |
not applicable |
| Education |
Education Performance & Community |
Inclusion Support (Including Parent Partnership Service) |
Out of Court Disposals Parenting Support |
not applicable |
7 years |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
Accident/Incident Forms |
not applicable |
Children's data transferred onto individual file and held for 25 years. Others held indefinitely. |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
Cashless Catering |
not applicable |
Until the child has left school |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
CCTV |
not applicable |
28 days |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
Children's Individual Files |
not applicable |
25 years from leaving date |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
DBS Checks |
not applicable |
3 years until next renewal |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
Emotional Health Admin Support |
not applicable |
75 years |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
Exclusions |
not applicable |
25 years from leaving date |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
School Transport |
not applicable |
25 years from leaving date |
not applicable |
| Education |
Education Performance & Community |
Pembrokeshire Learning Centre (PRU) |
Staff Files |
not applicable |
25 years from leaving date |
not applicable |
| Education |
Education Performance & Community |
Sensory Service (Education) |
Audiology |
Referrals, health reports , updates and clinic notes, emails |
35 years |
not applicable |
| Education |
Education Performance & Community |
Sensory Service (Education) |
Complex Medical |
Referrals, health reports , updates and clinic notes |
35 years |
not applicable |
| Education |
Education Performance & Community |
Sensory Service (Education) |
Habilitation contract and policy and other related docs |
Policy and contracts agreements |
3 years |
not applicable |
| Education |
Education Performance & Community |
Sensory Service (Education) |
Occupational Therapy, Physiotherapy & Orthotics |
Referrals, health reports , updates and clinic notes, emails |
35 years |
not applicable |
| Education |
Education Performance & Community |
Sensory Service (Education) |
Opthamology |
Referrals, health reports , updates and clinic notes |
35 years |
not applicable |
| Education |
Education Performance & Community |
Sensory Service (Education) |
Staff Sickness Emails |
not applicable |
Destroy 3 years after date of absence |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
3-4 St Marys Street, Cardigan - CCTV |
not applicable |
30 days unless specifically requested inline with investigations |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Active Inclusion |
not applicable |
31 December 2026 - GRANT ENDED 31/10/22 RETENTION OF PARTICIPANT DOCUMENTATION IN LINE WITH ESF/WEFO REQUIREMENTS |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Communities for Work |
not applicable |
31 December 2030 - GRANT ENDS 31/10/23 RETENTION OF PARTICIPANT DOCUMENTATION IN LINE WITH ESF/WEFO REQUIREMENTS |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Communities for Work Plus |
not applicable |
Maximum of 7 years after the end of the financial year to which it relates, unless informed differently by Welsh Ministers. |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Cynnydd |
not applicable |
Project sponsors are responsible for maintaining adequate records (IT, paper, other recording media) to fully document all project records, including financial and accounting records and for making them available, as required, to WEFO and to auditors. Failure to provide supporting documentation relating to Structural Funds activity will result in a clawback of grant funding. This means retention until at least until 2026, but the project sponsor must retain all documents until WEFO advises otherwise. |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Enterprise and Skills futures Pembrokeshire Community Renewal Fund |
not applicable |
Personal data will be held for up to 7 years from the point Investment Plans are approved. This is currently estimated to be summer 2030 |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Haverfordwest TIC Building - CCTV |
not applicable |
30 days unless specifically requested inline with investigations |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Jobs Growth Wales+ |
not applicable |
Data will be deleted 10 years after the end of the contract period |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Kickstart Scheme |
not applicable |
7 years after the end of the Kickstart Employer Agreement. |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Pembroke Dock Market/Hall - CCTV |
not applicable |
30 days unless specifically requested inline with investigations |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Restart |
not applicable |
7 years after the end of the programme |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Shared Prosperity Fund - P&S and Multiply Anchors (Skills Futures, Skills for Success, PEPs) |
not applicable |
Personal data will be held for up to 7 years from the point Investment Plans are approved. This is currently estimated to be summer 2030 |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Work Based Learning Apprenticeships |
not applicable |
31/12/2027 - 2014 – 2020 European Funded Programmes & Projects - Retention date in accordance with EU 1303/2013, article 140, para 1 and 2 Retention period provisionally extended from 2026 to 2027 in August 2021 to accommodate the deadline for submission of closure documentation i.e. 15 February 2025 (2 calendar years from 31 December 2025). Subject to confirmation. |
not applicable |
| Education |
Youth & Community Education |
Futureworks |
Work Based Learning Traineeships |
not applicable |
31/12/2027 - 2014 – 2020 European Funded Programmes & Projects - Retention date in accordance with EU 1303/2013, article 140, para 1 and 2 Retention period provisionally extended from 2026 to 2027 in August 2021 to accommodate the deadline for submission of closure documentation i.e. 15 February 2025 (2 calendar years from 31 December 2025). Subject to confirmation. |
not applicable |
| Education |
Youth & Community Education |
Learning Pembrokeshire (Community Education) |
Accreditation Entry |
not applicable |
Kept for 6 years for Grant compliance purposes |
not applicable |
| Education |
Youth & Community Education |
Learning Pembrokeshire (Community Education) |
Course Bookings (personal or phone) |
not applicable |
Kept for 2 years |
not applicable |
| Education |
Youth & Community Education |
Learning Pembrokeshire (Community Education) |
Enrolment Forms |
not applicable |
Kept for 6 years for Grant compliance purposes |
not applicable |
| Education |
Youth & Community Education |
Youth Admin |
School Uniform Grant |
not applicable |
One full academic year post award |
not applicable |
| Education |
Youth & Community Education |
Youth Offending Team/Youth Justice |
Youth Offending Prevention (Perpetrator Details) |
Electronic Case record |
Retained until 26 years old. |
not applicable |
| Education |
Youth & Community Education |
Youth Offending Team/Youth Justice |
Youth Offending Prevention (Victims Details) |
Electronic case record |
Victim information held until the offender’s record ends at the age of 26. |
not applicable |
| Education |
Youth & Community Education |
Youth Service (Community Youth Team) |
Agored Cymru Registrations |
Record of attendance & qualifications |
3 years |
Retention is required by the Qualification Awarding Body for specified period. |
| Education |
Youth & Community Education |
Youth Service (Community Youth Team) |
Community Youth Team Membership Forms |
Record of youth club attendance and membership held on QES MIS system |
Until 26th birthday |
not applicable |
| Education |
Youth & Community Education |
Youth Service (Community Youth Team) |
Residentials/Trips Consent Forms |
Record of activities. |
Hard copy forms destroyed after trip, kept on EVOLVE indefinitely. |
Required for Insurance/Legal purposes |
| Education |
Youth & Community Education |
Youth Service (Community Youth Team) |
Volunteers |
Record of recruitment and training. |
Held in line with corporate HR process. |
In line with Corporate/HR expectations. |
| Education |
Youth & Community Education |
Youth Service (Duke of Edinburgh) |
Duke of Edinburgh Awards |
Record of DofE attendance and achievement. |
Retained until 26 years old - after that just name, award and date of award recorded (Duke of Edinburgh's Award UK manage data retention process). |
not applicable |
| Education |
Youth & Community Education |
Youth Service (Duke of Edinburgh) |
Medical Consent for Trips |
Medical information |
Destroyed after relevant trips (consent form will cover all trips in the year). |
Health & wellbeing, legal responsibility/duty of care of PCC. |
| Education |
Youth & Community Education |
Youth Services (Targeted Youth Work) |
Internal Staff Appraisals |
Current and 2 previous years |
Current and 2 previous years |
To support staff development |
| Education |
Youth & Community Education |
Youth Services (Targeted Youth Work) |
Post 16/NEETS Courses |
In line with WEFO Guidance |
In line with WEFO Guidance |
not applicable |
| Education |
Youth & Community Education |
Youth Services (Targeted Youth Work) |
Return to Work Meetings |
not applicable |
The Statutory Sick Pay (Maintenance of Records) (Revocation) Regulations 2014 (SI 2014/55) abolished the specific statutory retention period, therefore we keep sickness records to best suit business needs. 7 years after the employment ceases to cover, Equality Act, Personal Injury Claims & breach of contract claims |
To support staff return to work in line with corporate expectations. |
| Education |
Youth & Community Education |
Youth Services (Targeted Youth Work) |
School Pupil Courses |
not applicable |
Till the age of 26 |
not applicable |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Referral Forms |
Held on QES |
Until 26th birthday |
not applicable |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Risk Management & Transition (RMAT) |
Record of meetings with minuted actions held electronically. |
Until 26th birthday |
not applicable |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Virtual Learning Environment |
Held on Learning Pembrokeshire Student Information Database. |
Until 26th birthday |
not applicable |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Volunteers |
Record of recruitment and training. |
Held in line with corporate HR process. No volunteers currently within the team. |
In line with Corporate/HR expectations. |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Youth Assembly Forums |
Held on QES |
Until 26th birthday |
not applicable |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Youth Bank |
Held on QES |
Until 26th birthday |
not applicable |
| Education |
Youth & Community Education |
Youth Support Team (Youth Engagement, Practice Support & Community Team) |
Youth Homelessness |
Held on QES MIS system as case record. |
Until 26th birthday |
not applicable |