This policy was adopted by the DNTA Committee on: 12th March 2026
It was last reviewed: not yet due for review
Due for review by: 1st April 2028
This Retention and Review Policy relates in particular to our retention of personal data. Please read our Privacy Policy as the primary source for our management of personal data.
Our Retention and Review Policy is guided by our need to meet legal requirements and to operate successfully in meeting our objectives and in working with our members and others.
Reviews and Changes to this policy
We review this policy every two years. It can be reviewed and changed at other times by the DNTA Committee, or otherwise according to the Constitution of DNTA.
Categorising our records
We hold three main categories of records:
Operational – this includes information we hold to manage our membership records, mailing lists, and financial systems.
Accountability – this includes records on how we have spent significant sums or transacted agreements. Our AGM, EGM and committee minutes and other important records of decisions. Names of Committee Members, Office Holders, and others participating in our decision-making. Those advising or assisting us in our discussions and deliberations. Many of these records will be kept forever.
Historic – this includes records we want to keep because of their significance to our archiving and story-telling needs. This includes records of meetings, events, and participation. It can include names of speakers, members, and other people present. We also hold photographs and other records of events which can include personal data. Many of these records will be maintained in our archives.
Retention Periods
Operational data will normally be held for at least 6 years and no more 10 years after a person has ceased being a member.
Data retained for Accountability or Historical purposes can be held in perpetuity.
Individuals can request deletion of their personal data and this will be respected unless the DNTA Committee exercises its right to review this in the light of legal obligations, accountability, or other reasonable grounds.
Annual Record Review
Each year we will review the personal data we hold and ensure that any data we are holding is compliant with our policies. We will review:
- Are our office-holders and others aware of these policies and procedures
- What data we hold
- Is all our data being held securely
- Are any of these required to be held to meet our legal obligations
- Do any of them represent the identification and ownership of our assets
- Is it being held with appropriate security
- Which items should be archived
- Which records can be deleted in full or in part. And that deleted records have been safely destroyed
- Do our materials and policies respect the needs of people under the age of 18 years.
- Have we changed any third-party arrangements and revised our policies and procedures accordingly
- Any recent legislation which affects these policies and procedures
Contact and Complaints
Please see our Privacy Policy for more information.