| Directorate | Service | Service area | Processing activity | Type of file | Retention | Basis of retention |
| Place & Assistant Chief Ex | Customer Services & Business Change | Business Unit (Thornton) | Interpreters | not applicable | Held until no longer use them. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Business Unit (Thornton) | Memorial Benches | not applicable | 10 years from completion and placement of bench or up to 20 years should the service agreement be renewed. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Business Unit (Thornton) | Recharges to Customers | not applicable | Destroy 11 years after all obligations/entitlements are concluded (allowing for the claimant to reach 25 years of age) | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Business Unit (Thornton) | Staff Timesheets | not applicable | Current plus 2 years | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Business Unit (Thornton) | Translations | not applicable | 30 days (until drop off e-mails) | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Catering | Biometric ID for Catering Payments in Secondary Schools | not applicable | Data is retained only for the duration that the pupil uses the system, until the pupil leaves the school, or upon withdrawal of consent, whichever occurs first. After this, the data is securely deleted. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Catering | Employee Masters | not applicable | For the term of their employment | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Catering | Provision of School Meals | not applicable | Pupils - 6 years after leaving school. Teachers - when leave post. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Contact Centre & Customer Service Centres | Blue Badge | not applicable | CRM is 5 year retention, Blue Badge Drs letters destroyed when entitlement lapses. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Contact Centre & Customer Service Centres | Call Recordings | not applicable | 12 months from date of call | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Contact Centre & Customer Service Centres | Customer Enquiries | not applicable | Customer Contact details held in CRM: Retain for 5 years. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Contact Centre & Customer Service Centres | Records of 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 | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | Application for Cremation | not applicable | A cremation authority must keep the application for cremation and any other certificates or documents relating to a cremation, or an electronic copy of the documents, for a period of 15 years from the date of cremation. Where electronic copies of application forms and documents are kept, the originals must be kept for two years. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | Burial Instructions | not applicable | The burial authority must keep all written forms for 7 years and Burial and Grave Registers in perpetuity, stored so as to preserve them from loss or damage. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | CCTV | not applicable | 30 days (then overwrites itself) | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | Grave Ownership Transfer | not applicable | Permanent | Rationale - As Deeds to a grave are a legal document, the forms we use to transfer ownership are also legal forms too. If anyone in the future was to challenge an ownership transfer we may need to refer to the transfer forms |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | Headstone Permit | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | Medical Certificates | not applicable | 15 years for all electronic copies of forms submitted to permit a Cremation to take place. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Crematorium (Parc Gwyn) & Cemeteries | Memorial Sales (Plaques, Kerbs, Tree of Life, Book of Remembrance & Donations) | not applicable | Held indefinitely | Rationale - We maintain the order forms in case anyone in the future queries a memorial. For instance, there have been occasions when someone months/years after the initial purchase have questioned with us an error with an inscription. The original order form assists us to confirm the requested inscription at the time of order from the customer, we can then determine if the error was at the original time of order or whether it was then when it was ordered with our supplier, over the years there have instances of both occur and having access to the order form is beneficial. |
| Place & Assistant Chief Ex | Customer Services & Business Change | Emergency Planning & Business Continuity | Body Worn Camera/Video | not applicable | Once downloaded all footage is subject to a review of the necessity to retain it and will automatically be deleted after 31 days if the threshold for retention is not met. Any retained footage will be reviewed every 31 days and the rationale for retention recorded on the software system. Subject to a recurring 30 day review cycle, the data will be retained for ongoing investigations, and legal proceedings which could literally take years. If the police use footage in their investigations and evidence for court, as the holders of the ‘original’ footage, the data would need to be retained. | To ensure compliance with legal requirements (i.e. required by law) |
| Place & Assistant Chief Ex | Customer Services & Business Change | Emergency Planning & Business Continuity | Business Continuity Plans | not applicable | When updated current plus previous 1 is kept | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Emergency Planning & Business Continuity | Contacts Directory | not applicable | Updated twice annually - details removed where no longer applicable. | Retain only until superseded |
| Place & Assistant Chief Ex | Customer Services & Business Change | Emergency Planning & Business Continuity | Disciplinary Investigations | not applicable | 7 years. Longer if any ongoing legal proceedings. | In case of legal challenge |
| Place & Assistant Chief Ex | Customer Services & Business Change | Emergency Planning & Business Continuity | Duty Rota | not applicable | 6 weeks - name and duty period retained for 3 years. | Ensure fairness in allocation of cover periods |
| Place & Assistant Chief Ex | Customer Services & Business Change | Facilities | County Hall & North Wing CCTV | not applicable | 30 days | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Facilities | Parcel Delivery | not applicable | 6 months | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Facilities | Pembrokeshire Archives CCTV | not applicable | 30 days | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Stores | Stores notes | not applicable | 7 years | Common practice - in line with other financial records |
| Place & Assistant Chief Ex | Customer Services & Business Change | Stores | Stores records | not applicable | 7 years | Common practice - in line with other financial records |
| Place & Assistant Chief Ex | Customer Services & Business Change | Stores | Supplier Details | not applicable | As long as they are a supplier - if no transactions in last 2 years they are removed from system. | not applicable |
| Place & Assistant Chief Ex | Customer Services & Business Change | Transformation | Home Support Plus Project | not applicable | Data is held while the customer is receiving the service, once the service is cancelled the data is then held for audit purposes only until destroyed. | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Bridge Innnovation Centre | Application for Residency (successful) | not applicable | Once business leaves personal data is deleted and from the security system. The application is retained permanently for reference. | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Bridge Innnovation Centre | Application for Residency (unsuccessful) | not applicable | Once business leaves personal data is deleted and from the security system. The application is retained permanently for reference. | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Bridge Innnovation Centre | CCTV | not applicable | 30 days then overwrites | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Bridge Innnovation Centre | Security System | not applicable | Information is deleted once the business has left. | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Bridge Innnovation Centre | Staff Records | not applicable | Duration of employment in post/section | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Community Safety, Poverty & Regeneration | Chronologies Relating to Domestic Homicide Reviews | not applicable | For period of review - process starts on notification of death and ends at Home Office sign off (could be 6 months to 2 years). Data is destroyed once completed and only final report and summary kept (which are available online in the public domain). | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Community Safety, Poverty & Regeneration | Community Grant Schemes | not applicable | Minimum of 7 years | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Community Safety, Poverty & Regeneration | Financial Credit Checks | not applicable | Delete once viewed | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Community Safety, Poverty & Regeneration | Volunteering Programmes | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Economic Development & Inward Investment | Carbon Reduction Grant, Growth Grant, Start-up Grant and Youth Grant | not applicable | 10 years | UK Government Guidance |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Economic Development & Inward Investment | Covid Business Grants | not applicable | 10 years | WG Privacy Policy |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Economic Development & Inward Investment | General Enquiries | not applicable | 5 years | not applicable |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Group Repair Scheme | Grant information; details of work undertaken and payments made | 10 years from completion | Condition of external fund |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Paint Scheme | Grant information; details of work undertaken and payments made | 10 years | Condition of external fund award |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Shared Prosperity Fund | Grant information; details of work undertaken and payments made | 10 years from completion | Condition of external fund award |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Targeted Regeneration Investment (TRI) | Grant information; details of work undertaken and payments made | 5 years from completion | Condition of external fund |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Town Heritage Initiative (Haverfordwest Phase 1) | Grant information; details of work undertaken and payments made | 10 years from completion | Condition of external fund award |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Town Heritage Initiative (Haverfordwest Phase 2) | Grant information; details of work undertaken and payments made | 10 years from completion | Condition of external fund award |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Town Heritage Initiative (Pembroke Dock) | Grant information; details of work undertaken and payments made | 15 years from completion | Condition of external fund |
| Place & Assistant Chief Ex | Economic Development & Regeneration | Regeneration Projects | Transforming Towns | Grant information; details of work undertaken and payments made | 5 years from completion | Condition of external fund award |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Candidate Expenses Returns and supporting information | not applicable | 2 years from receipt | RPA 1983, ERA 2013, RPR 2001, ER 2014 |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Candidates Home Address Forms | not applicable | 21 days from date of declaration at election (unless there is a challenge and then held for the period of the investigation). | RPA 1983, ERA 2013, RPR 2001, ER 2014, LG&EA 2021 |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Election Documents – Ballot papers, CNLs, certificates of employment, marked copies of the register – polling stations and postal votes | not applicable | 1 year from the date of declaration of result | RPA 1983, ERA 2013, RPR 2001, ER 2014, LG&EA 2021 |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Election Staff Details | not applicable | Held until next election cycle – possible up to 2 years Contact details for the administration of elections. | Best practice |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Electoral Registration | not applicable | Held indefinitely on archived copies of the electoral register Pembrokeshire Archives and British Library & National Library of Wales Current information is kept accurate and update through annual canvass | RPR 2001 |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Hall/Caretaker Payments | not applicable | Held until next election cycle – possible up to 2 years Contact details for the administration of elections. | Best practice |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | Postal Vote Applications | not applicable | Held for the duration of application • requirement to refresh every 5 years for devolved elections (Senedd and Local Government Elections in Wales); • requirement or reapply every 3 years for reserved elections (UK Parliamentary and Police and Crime Commissioner) Reserved election absent vote applications can be made electronically via EROP or on paper. | RPR 2001 as amended Postal and Proxy Voting Amendment Regulations 2023 |
| Place & Assistant Chief Ex | Electoral Services | Electoral Services | VIDEF VIDEF information in anonymised format | not applicable | 10 Years | Rules 40B (8) Sch 1 RPA 1983 |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Cleddau Bridge A477 CCTV - overview camera (south end) looking North | not applicable | 30 days | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Cleddau Bridge A477 CCTV - overview camera (south end) looking South | not applicable | 30 days | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Complaints | not applicable | Deleted once complaint dealt with. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Correspondence | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Employee Details | not applicable | Till leave employment | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Performance Reviews | not applicable | Current and 2 previous years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Asset Management (Highways) & Street Lighting | Sickness Absence | 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 | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | CCTV Tenby Multi Storey | not applicable | Destroyed 31 days after footage/images are recorded-unless footage/images have been requested for another use. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | Civil Enforcement - Penalty Charge Notices | not applicable | PCN numbers, location, code etc are retained indefinitely but any details connected with them (name/address/photos etc.) are redacted after 7 years. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | CRM Requests | not applicable | Destroyed once request been dealt with. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | Employee Details | not applicable | For duration of employment with team | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | Highway Consent Applications | not applicable | 21 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | Letters & Correspondence | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | Parking Permits | not applicable | Duration of the valid permit or in the case of a dispensation or parking permit passport for 3 months after expiry. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Car Parking, Permits, Licences & Street Care | Street Trading Applications | not applicable | The information will be held for 7 years after the street trader has ceased to trade. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Barrage Gate CCTV | not applicable | 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). | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Correspondence | not applicable | Review every 10 years | Scheme dependant (will review sooner if correspondence relating to scheme is completed before the 10 year mark. |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Freedom of Information | not applicable | 10 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Mill Bridge North Arch Concrete Weir CCTV | not applicable | 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). | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Mill Bridge South Arch Steel Weir CCTV | not applicable | 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). | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Ordinary Water Course Consents | not applicable | Review every 10 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | Sustainable Drainage System Approving Body (SAB) Applications | not applicable | Review every 10 years | Related to planning applications since 2019, and some schemes are adoptable by PCC. |
| Place & Assistant Chief Ex | Environment & Transport | Civil Engineering, Coastal Protection & Flood Risk Management/Land Drainage | The Parade, Pembroke CCTV | not applicable | 30 days | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Engineering Works | Engineering Works Timesheets | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Engineering Works | Templeton Depot CCTV | not applicable | Automatically overwrites after 30 days | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Highway Development Control Planning/Highway Searches | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Infrastructure Management | not applicable | Some information could be held indefinitely - Need to keep info regarding Closing up Orders and Land dedication records for any future queries | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Pre-Apps | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Private Street Works | not applicable | 7 years for sites that have had no progress on | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Road Adoptions | not applicable | Held indefinitely. If declared private - would just keep certificate. Only the Legal Agreement is held all other personal info is culled. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Street Naming & Numbering | not applicable | 7 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Group Engineering | Sustainable Drainage System | not applicable | Held indefinitely - Same reason for retention as with Planning Applications | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Highways Maintenance | Fishguard Depot CCTV | not applicable | Overwritten every 30 days on average - The cameras only activate if there is movement detected. Depending on the amount of information recorded will depend on the duration of the storage (i.e if there is little movement captured, the information might be retained for a slightly longer period and vice versa if there is a large amount of information captured, this would be within 2 months at most.) | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Highways Maintenance | Service Requests | not applicable | Deleted once dealt with | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Highways Maintenance | Withybush Depot CCTV | not applicable | Overwritten every 30 days on average - The cameras only activate if there is movement detected. Depending on the amount of information recorded will depend on the duration of the storage (i.e if there is little movement captured, the information might be retained for a slightly longer period and vice versa if there is a large amount of information captured, this would be within 2 months at most.) | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Parks & Play Areas | Contacts for Community Parks | not applicable | As long as the Authority maintains the play area. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Abandoned Cars | not applicable | 6 years | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | AHP Nappy Collection Service | Subscriptions held on my account | As long as service required or after 3 missed collections. | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Body Worn Cameras at W&R Centres: Manorowen, St Davids, Winsel, Waterloo, Crane Cross & Hermon | not applicable | Stays on body cam until its transferred to PC or memory card is full - held on PC until such incidents have been resolved (that might be up to 12 months depending if the Police have been involved). | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | CCTV at W&R Centres: Manorowen, St Davids, Winsel, Waterloo, Crane Cross & Hermon. CCTV at Waste Transfer Stations: Unit 29 & Unit 41 - Pembroke Dock | not applicable | 31 days after footage/images are recorded- unless footage/images have been requested for another use. | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | CCTV on W&R Vehicles: AHP, Garden Waste, Grey Bags, Hook Lifts & Kerbside collection | not applicable | Garden waste lorries, AHP, grey bags and hook lifts only have 4 cameras - If no incidents info gets overwritten every 2.5 weeks. When an incident happens data is kept longer - no retention in place. Kept In case it Is needed for claims etc. Kerb side collection lorries have 6 cameras. If no incidents info gets overwritten every 10 days. When an incident happens data is kept longer - no retention in place. Kept In case it Is needed for claims etc. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Complaints | not applicable | As per corporate procedures - general complaints 6 years. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Container/Bag Requests | CRM reports My account Email correspondence Delivery sheets (no name, just an address) | Can be destroyed once delivered. | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Contractor Information | Unsuccessful tender documents | Destroy at end of contract | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Contractor Information | Invoices | Invoices scanned at payment, original can then be destroyed | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Contractor Information – Contracts under seal/Not under seal | Main Contract | 12 years after contract has expired | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Contractor Information – Not under seal | Evaluation of Tender Tender issue and return Tender evaluation criteria Successful tender documents Award of contract documents | 6 years after contract has expired | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Fly Tipping | Emails Crm | 7 years after last action including prosecution. | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Garden Waste | Renewal form (all on my account) | As long as service is required. Two years after termination of the service or non renewal for statistical reason and ensure bin is collected. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Real Nappy Cash Back Scheme | Application form | 3 years | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Trade Waste | Annual agreements Waste Transfer Notes | 3 years | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Waste & Recycling Assisted Collection | Paper application | For as long as customer is eligible for the service. Once application has been assessed and approved, address is logged as assisted collection - all other data other than the address is then destroyed. | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Recycling & Waste Management | Waste & Recycling Centres Booking System | Customer email, address Customer mobile and telephone number Customer Language Preference Type of customer Frequency of customer CRM | Retain for life of account. When account closed or inactive retain for 5yrs then destroy | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Approved Driving Instructors & Motorcycle Instructors | not applicable | Keep current and previous year - refreshed annually. If no longer affiliated information deleted. | Common practice |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Biker Down | not applicable | 2 years | WG reporting/evaluation |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Correspondence Information | not applicable | 30 days on e-mail | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Cycling Instruction Programmes | not applicable | 2 years | WG reporting/evaluation |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Dragon Rider Cymru | not applicable | 2 years | WG reporting/evaluation |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Kerbcraft | not applicable | 2 years | WG reporting/evaluation |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Mature Driver | not applicable | 2 years | WG reporting/evaluation |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Pass Plus Cymru | not applicable | 2 years | WG reporting/evaluation |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Planning Applications | not applicable | 30 days within e-mails | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Road Safety Education | Road Adoptions | not applicable | Until the road is adopted. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Tenby & Fishguard Harbours | Waiting list | not applicable | Details maintained on waiting list until mooring available. Waiting list reviewed every year due to waiting list fees. If application successful - duration of agreement to 6 years after expiry - Limitation Act 1980 | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Traffic Management | Disabled Persons Parking Places | not applicable | 5 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Traffic Management | Road Closures | not applicable | Retain for 5 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Traffic Management | Tenby Pedestrianisation Scheme | not applicable | Retain for 5 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Traffic Management | Traffic Accident Data | not applicable | No personal data on there, since 2018 Police have redacted any personal data. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Traffic Management | Traffic Orders Consultations | not applicable | Retain for 5 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Bus Timetable Requests | not applicable | We request that individuals update us every year as to whether they wish to continue receiving the timetable. They are deleted from the database as soon as they request to be removed. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | CCTV on School Buses | not applicable | 31 days after footage/images are recorded - unless footage/images have been requested for another use. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Coastal Bus Timetable Requests | not applicable | Database is constantly updated | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Companion Bus Pass Applications | not applicable | Once application forms entered on Transport for Wales CRM the application forms are destroyed. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Concessionary Bus Pass Applications | not applicable | Paper records destroyed after 6 years in compliance with Welsh Government audit requirements. Electronic records held until informed that bus pass is no longer required. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Country Cars Drivers/Scheme (drivers) | not applicable | Each driver/organiser is removed from the list once they retire etc. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Disabled Concessionary Bus Pass Applications | not applicable | Paper records destroyed after 6 years in compliance with Welsh Government audit requirements. Electronic records held until informed that bus pass is no longer required. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Driver Infringements | not applicable | 12 months | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Drivers & Individuals Disclosure & Barring | not applicable | Database is constantly updated. Data deleted when we are told that they no longer work on school transport or if the DBS has expired. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Fleet Staff Training Records | not applicable | Employment duration. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | HGV Driver Hours | not applicable | 12 months | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | HGV Drivers Driving Licence Details | not applicable | Employment duration. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Merridale Fuel System | not applicable | Employment duration | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | MOT Bookings | not applicable | Vehicle data retained indefinitely but no personal data | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Plant Operators, Hand & Arm Vibration Records | not applicable | Under Occupational Health HAVS would be monitored under Health Surveillance. Retention Action: Minimum 40 years from date of leaving and is statutory. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Pool Cars | not applicable | Database is constantly updated | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Scheduling Looked After Children Clients | not applicable | Retained until we are informed by SS that transport is no longer required. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | School Transport (Additional Learning Needs) | not applicable | New databases are created each year - we currently have them archived back to 1999-2000. Going forwards will retain records for 13 years, a maximum of the potential child’s history on school transport. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | School Transport (mainstream) | not applicable | New databases are created each year - we currently have them archived back to 1999-2000. Going forwards will retain records for 13 years, a maximum of the potential child’s history on school transport. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Service Bus Contactless Payments | not applicable | Pre-authorisation data is retained for up to 7 days before authorisation in line with mass transit regulations. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Social Care Customers Transport | not applicable | Database is constantly updated, deceased and left customers removed. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Tom Tom Tracking System | not applicable | 12 months | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Town Rider Registration Forms | not applicable | Database is constantly updated, deceased and left customers removed. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Vehicle Accident Details (driver details) | not applicable | Vehicle life. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Vehicle Accident Details (third party details) | not applicable | Vehicle life. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Vehicle Defect Book | not applicable | 3 years | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Volunteer Drivers | not applicable | Until they stop driving for us. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport & Fleet | Wifi on Local Authority Public Service Vehicles | not applicable | Not yet started, when it is it will be in compliance. Following current guidelines. | not applicable |
| Place & Assistant Chief Ex | Environment & Transport | Transport Strategy | Active Travel Integrated Network Map Consultations | not applicable | 7 Years from completion | Used to support annual funding grant applications which can be audited |
| Place & Assistant Chief Ex | Environment & Transport | Transport Strategy | Transport Projects Consultations | not applicable | 7 Years from completion | Used to support annual funding grant applications which can be audited |
| Place & Assistant Chief Ex | Planning | Building Control | Building Control Applications | not applicable | 15 years from the date of issue of a completion certificate for the project | Building control performance standards |
| Place & Assistant Chief Ex | Planning | Building Control | Competent Persons Scheme Data | not applicable | 15 years | Building control performance standards |
| Place & Assistant Chief Ex | Planning | Building Control | Internal Staff Appraisals | not applicable | Current and 2 previous years | Standard practice |
| Place & Assistant Chief Ex | Planning | Building Control | 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 | Standard practice |
| Place & Assistant Chief Ex | Planning | Building Control | Unauthorised Works and Dangerous Structures Cases | not applicable | 15 years | Building control performance standards |
| Place & Assistant Chief Ex | Planning | Conservation | Applications for Section 31(6) | not applicable | The law states that the declaration remains active for ten years, therefore we have a legal duty to keep the documents on file for ten years. The details contained within would be important evidence during the research of a DMMO application. They defeat a DMMO application if the ten year period falls within the 20 year window needed for a successful DMMO application. | not applicable |
| Place & Assistant Chief Ex | Planning | Conservation | Applications in Relation to Town & Village Greens | not applicable | The information provided is held on publicly available registers for which the statutory requirement is permanent retention (i.e. 100 years). The information provided is generally also held by the Land Registry (proof of ownership of property), so is also publicly accessible. | not applicable |
| Place & Assistant Chief Ex | Planning | Conservation | Applications to Amend Definitive Maps | not applicable | Permanent (i.e. 100 years). Some personal data goes towards evidence to amend the definitive map, therefore it is important to keep the evidence on file and some applications are more than ten years old. The Wildlife and Countryside Act 1981 states that the maps must be kept under 'continuous review'. | not applicable |
| Place & Assistant Chief Ex | Planning | Conservation | Applications to Change Registers for Common Land | not applicable | The information provided is held on publicly available registers for which the statutory requirement as stipulated in the Commons Registration Act 1965 is effectively permanent retention (i.e. 100 years). The information provided is generally also held by the Land Registry (proof of ownership of property), so is also publicly accessible. | not applicable |
| Place & Assistant Chief Ex | Planning | Conservation | Nature Partnerships Mailing List | not applicable | 10 years | not applicable |
| Place & Assistant Chief Ex | Planning | Development Plans | Local Development Plan (LDP) Database | not applicable | 25 year retention. However, it will be possible to dispose of much of the more general correspondence around the earlier plans well in advance of that. | not applicable |
| Place & Assistant Chief Ex | Planning | Development Plans | Local Development Plan, Supplementary Planning Guidance | not applicable | 25 year retention. However, it will be possible to dispose of much of the more general correspondence around the earlier plans well in advance of that. | not applicable |
| Place & Assistant Chief Ex | Planning | Development Plans | Planning Obligations Monitoring | not applicable | 25 year retention. However, it will be possible to dispose of much of the more general correspondence around the earlier plans well in advance of that. | not applicable |
| Place & Assistant Chief Ex | Planning | Development Plans | Surveys | not applicable | 25 year retention. However, it will be possible to dispose of much of the more general correspondence around the earlier plans well in advance of that. | not applicable |
| Place & Assistant Chief Ex | Planning | Planning Support & Development Management | Ad hoc Planning Report Requests | not applicable | Held for duration of request and then deleted | not applicable |
| Place & Assistant Chief Ex | Planning | Planning Support & Development Management | Commitments Supplier Information Requests | not applicable | Destroyed as soon as sent to Creditors. | not applicable |
| Place & Assistant Chief Ex | Planning | Planning Support & Development Management | Enforcement Informant Details | not applicable | Permanent (i.e. 100 years) retention of Planning Enforcement Register as required by the Town and Country Planning Act 1990. 25 years for any invesitgation file where formal enforcement action has not been taken. | not applicable |
| Place & Assistant Chief Ex | Planning | Planning Support & Development Management | Planning Applications | not applicable | Permanent retention (i.e. 100 years) of key documents that comprise the Public Register of Applications as required by Part 7 Article 29 of the The Town and Country Planning (Development Management Procedure (Wales) Order 2012 | not applicable |
| Place & Assistant Chief Ex | Planning | Planning Support & Development Management | Planning Pre App Enquiries | not applicable | 72 months | not applicable |
| Place & Assistant Chief Ex | Property | Architectural Services, Mechanical & Engineering, Quantity Surveying & Energy Monitoring | Correspondence Information | not applicable | 12 months | not applicable |
| Place & Assistant Chief Ex | Property | Architectural Services, Mechanical & Engineering, Quantity Surveying & Energy Monitoring | Individual Project/Contract Information | not applicable | 12 years | not applicable |
| Place & Assistant Chief Ex | Property | Architectural Services, Mechanical & Engineering, Quantity Surveying & Energy Monitoring | Performance Reviews | not applicable | Current and previous 2 years | not applicable |
| Place & Assistant Chief Ex | Property | Architectural Services, Mechanical & Engineering, Quantity Surveying & Energy Monitoring | Risk Assessments & Method Statements | not applicable | 6 or 12 years (depending on type of contract - under seal held for 12 years, others would be 6 years | not applicable |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | Base Operators Details | not applicable | As long as they use airport. Removed straightaway from databases and mailing list | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | CCTV | not applicable | Up to 100 days, as per OP1.1 procedures | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | Employee Contact Details | not applicable | For term of employment | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | General Aviation Reports | not applicable | 5 years | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | Invoice Details | not applicable | 7 years | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | Log of Aircraft Movements | not applicable | 7 years | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | Regular Users | not applicable | As long as they use airport. Removed straightaway from databases and mailing list | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Haverfordwest Airport | Visitor Book | not applicable | 12 monthly review | No longer owned by PCC as at March 2025 |
| Place & Assistant Chief Ex | Property | Property Management | Acquisition of Land and Buildings | not applicable | Ownership of the asset, plus 12 years | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Allotment Waiting List | not applicable | For as long as customer is interested in an allotment their information will be maintained on the waiting list. The waiting list is reviewed on a rolling two year basis. | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Applications and agreements for Tenancy/Lease/CAT. | Commercial units, markets and County farms and grazing land | Financial details, credit checks, Identification verification and criminal convictions data is destroyed after completion of the application process. Unsuccessful applications - 6 years Applications - process for managing occupancy - Duration of the aggreement, then 6 years following the expiry of the agreement. Agreements - Process for managing a leased asset - Duration of the agreement, then 12 years after the expiry of the agreement | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Applications and agreements for Tenancy/Lease/CAT. | Community Asset Transfers | Financial details, credit checks, Identification verification and criminal convictions data is destroyed after completion of the application process. Unsuccessful applications - 6 years for unsuccessful applications / expressions of interest. Applications - process for managing occupancy - Duration of the aggreement, then 6 years following the expiry of the agreement. Agreements - Process for managing a leased asset - Duration of the agreement, then 12 years after the expiry of the agreement | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Applications and agreements for Tenancy/Lease/CAT. | Allotments | Financial details, credit checks, Identification verification and criminal convictions data is destroyed after completion of the application process. Unsuccessful applications - No application process. See Privacy Notice for Allotments Waiting List. Applications - process for managing occupancy - Duration of the aggreement, then 6 years following the expiry of the agreement. Agreements - Process for managing a leased asset - Duration of the agreement, then 12 years after the expiry of the agreement | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Applications and agreements for Tenancy/Lease/CAT. | Moorings | Financial details, credit checks, Identification verification and criminal convictions data is destroyed after completion of the application process. Unsuccessful applications - No application process. See Privacy Notice for Harbour Mooring waiting list. Applications - process for managing occupancy - Duration of the aggreement, then 6 years following the expiry of the agreement. Agreements - Process for managing a leased asset - Duration of the agreement, then 12 years after the expiry of the agreement | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Events, filming and UAV (drone) applications and licences | not applicable | 6 years | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | General Enquiries | not applicable | 12 years | not applicable |
| Place & Assistant Chief Ex | Property | Property Management | Harbour Mooring Waiting List | not applicable | For as long as customer is interested in a mooring their information will be maintained on the waiting list. The waiting list is reviewed on an annual basis. There is an annual charge to remain on the list | not applicable |