Volunteer Retention Schedule

Each summer, 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. Our data retention periods are made to be in line with Oxford University Personnel data retention periods.

This schedule applies to 'accepted', 'in process', 'inactive', and 'archived' 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 (Footnote 2) Volunteer resigns (Footnote 1) + 7 years (no more than 8 years - Footnote 3) Archived for the 7 year period (no more than 8 years - Footnote 3) Destroy  
Volunteer Service ID check Volunteer resigns (Footnote 1) + 24 months (no more than 36 months - Footnote 3) Archived for the 24 month period (no more than 36 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 (Footnote 2) Volunteer resigns (Footnote 1) + 7 years (no more than 8 years - Footnote 3) Archived for the 7 year period (no more than 8 years - Footnote 3) Destroy  
Volunteer Service Contact information (Footnote 2) Volunteer resigns (Footnote 1) + 7 years (no more than 8 years - Footnote 3) Archived for the 7 year period (no more than 8 years - Footnote 3) Destroy  
Volunteer Service Additional information (gender, ethnicity, employment status, disability, emergency 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 Qualifications (Footnote 2) Volunteer resigns (Footnote 1) + 7 years (no more than 8 years - Footnote 3) Archived for the 7 year period (no more than 8 years - Footnote 3) Destroy  
Volunteer Service Name, number of hours volunteered, when registered, date of archiving, problem solving notes and emails, safeguarding reports, volunteer-specific risk assessments, declarations, administrative notes taken during recruitment and volunteering (Footnote 2) Volunteer resigns (Footnote 1) + 7 years (no more than 8 years - Footnote 3) Archived for the 7 year period (no more than 8 years - Footnote 3) Destroy  
Volunteer Service Feedback (Footnote 2) Volunteer resigns (Footnote 1) + 7 years (no more than 8 years - Footnote 3) Archived for the 7 year period (no more than 8 years - Footnote 3) Destroy  
Volunteer Service Application to a specific role Application made to a volunteer role Retained for 6 months (no more than 12 months) 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  
Volunteer Service Application to a specific role Application made to a volunteer role Retained for 6 months (no more than 12 months) Destroy  

 

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

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. Following the minimum period after being archived, Oxford University will remove your MyImpactPage.com profile. 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 1 year more than the minimum period specified (e.g. if resigned 1 day after annual data clean, then archiving will happen immediately but destruction wouldn’t happen until 'minimum' years - 1 day, + 12 months, to allow for the minimum years specified)

 

Last updated September 2024