Volunteer Retention Schedule

Each spring the GLAM Volunteer Service undertakes an annual data clean. An email is sent to everyone on our mailing list asking them if they would like to continue to be a volunteer and/or hear about volunteering within GLAM. A lack of response will be understood as a resignation and the volunteer profile will be archived before destruction according to the table below.

This schedule applies to 'accepted', 'in process', and 'inactive' volunteers: people who have engaged with the Volunteer Service and for whom recruitment procedures have at least started.
Sub-heading Record Description Trigger & Retention Period   Action Source
Volunteer Service References Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service ID check Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service Right to Work check Volunteer resigns (Footnote 1) + 24 months (up to 36 months - Footnote 3) In accordance with Right to Work regulations Destroy UK VI regs
Volunteer Service Referee contact details Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service Contact information (Footnote 2) Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service Additional information (gender, ethnicity, employment status, disability, emergency contact information, declarations - Footnote 3) Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service Induction attendance information (Footnote 2) Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service Qualifications (Footnote 2) Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  
Volunteer Service Name, number of hours volunteered, when registered, date of archiving, hard copies of problem solving notes and emails, administrative notes taken during recruitment and volunteering (Footnote 2) Date of Autumn Annual Data Clean + 6 years Retained for the 6 year period, for references and  volunteer re-engagement  Destroy  
Volunteer Service Feedback (Footnote 2) Volunteer resigns (Footnote 1) + 12 months (no more than 24 months - Footnote 3) Archived for the 12 month period (no more than 24 months - Footnote 3) Destroy  

 

This schedule applies to 'applicants': people who registered as potential volunteers and are on our mailing list to hear about new opportunities, but whose engagement has gone no further than filling in the initial form.
Sub-heading Record Description Trigger & Retention Period   Action Source
Volunteer Service Contact information and date of birth (this is held on your MyImpactPage.com profile) Volunteer resigns (Footnote 1) + no retention period Removed (Oxford University will remove your MyImpactPage.com profile. It will remain accessible by you and will be retained by Better Impact as detailed in its privacy notice.) Destroy  

 

Footnote 1: A volunteer can resign themselves via MyImpactPage.com, by contacting the Volunteer Service, or by not responding to our 'annual data clean’ communication within the specified time. 

Footnote 2: Please note that this information is held on your MyImpactPage.com profile and is extracted by Oxford University for reporting and record keeping purposes. 12 months after being archived, Oxford University will remove your MyImpactPage.com profile but will retain some information as set out in the table above. Some information will remain accessible by you and will be retained by Better Impact as detailed in its privacy notice.

Footnote 3: no more than 24 months (e.g. if resigned 1 day after annual data clean, then archiving will happen immediately but destruction wouldn’t happen until 1 year - 1 day, + 12 months, to allow for the minimum 12 months specified)

 

Last updated November 2021