Archived and Historic Data
Can a Group keep historical Member data locally for archive or statistical purpose?
Whilst personal data should only be retained until no longer require and also kept up-to-date, GDPR does enable the retention and use of personal information for statistical and research purposes if certain criteria and rules are followed.
Compass can produce certain statistical data. Scout units (Groups, Districts, Counties, Regions), may retain records simply for statistical/archive purpose and the Data Protection Act (DPA) states that personal data held for these purposes may be kept indefinitely as long as it is not used in connection with decisions affecting particular individuals or in a way that is likely to cause damage or distress. This does not mean that the information may be kept forever as it should be securely and safely deleted/destroyed when it is no longer needed for those historical, statistical or research purposes. If you are retaining records for archive or statistical purpose you must ensure that the data is kept very securely.
The Heritage Team at HQ has been referring to the Association of Independent Museums guide – Successfully managing privacy and data regulations in small museums, which should be used as a starting point for those working with or holding archived or historic data.
Also, there are exemptions in the current Data Protection Act for using archives for research purposes. It’s thought that these will continue under GDPR, however at the time of posting, HQ are still waiting for this to be confirmed from the ICO/Government.
See relevant section under 4.9 for further information noting that FOI Act does not incorporate The Scout Association.