MLTC Retention  Policy (2018)

The Midland Lakeland Terrier Club will only retain personal data for as long as necessary to fulfill the purpose for which it was collected including for the purposes of satisfying any legal, accounting or reporting requirements.

Personal data can be further processed and stored for archiving in the public interests, statistical and historical research purposes. When doing so we will consider the following: any link to the initial purpose, the context the data was collected in, the reasonable expectations of members, exhibitors and judges, the nature of the data, the consequences of further processing and the existence of appropriate safeguards. Also, whether such data can be anonymised if being preserved for archives.

FINANCIAL RECORDS

There is a statuary requirement to keep financial records for seven (7) years. However, records may be kept for the last eight (8) years, in order to ensure that year ends are available. Beyond the eight (8) year point, there is little justification in keeping bank statements, cheque stubs etc unless there was an incident which was of particular significance.

MEMBERSHIP LISTS

Old membership lists may have some historical value but they will be retained for 18 months

CONSTITUTION

Retained for 12 months

JUDGES LISTS

Retained for 12 months

COMMITTEE/AGM MINUTES AND DOCUMENTS

Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business together with the decisions made and policies agreed. Also as an information resource to resolve any procedural issues or disputes.

SHOW CATALOGUES

Show catalogues are a valuable source of information and statistics, as well as forming an important historical record. Show entry forms must be retained for twelve (12) months after the show as per Kennel Club rules.