cYMRU'R gYFRAITH pOLISI cADW

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1. ABOUT THIS POLICY

1.1 Legal Wales establishes retention or destruction schedules or procedures for specific categories of data. This is done to ensure legal compliance (for example, with our data protection obligations) and accomplish other objectives, such as good governance of a not-for-profit organisation.

1.2 Officers of Legal Wales will comply with the retention periods listed in the record retention schedule below.

1.3 This is version 1 dated January 2021.

2. GOVERNANCE RECORDS

TYPE OF DATA	RETENTION PERIOD	REASON

General information about externally developed IT infrastructure, software and systems for internal or external use.	10 years (unless classified as Historical records)	Good practice for not-for-profit organisations.

Details of Members of the Legal Wales Board and Executive Committee.	10 years after stepping down (unless classified as Historical Records)	Governance good practice

Minutes of the Legal Wales Board and Executive Meetings.	10 years (unless classified as Historical records)	Good practice for an organisation with Legal Wales’ objects

3. IT RECORDS

TYPE OF DATA	RETENTION PERIOD	REASON	COMMENTS

General information about externally developed IT infrastructure, software and systems for internal or external use.	7 years from decommissioning of system.	Contractual obligation Limitation period	See also Procurement section

Contracts and agreements (software licences, support agreements, hardware agreements etc.).	7 years from expiry of the agreement	Limitation period	See also Procurement section.

4. CONTACT RECORDS

TYPE OF DATA	RETENTION PERIOD	REASON	COMMENTS

Contact database, lists of persons who have asked to be informed of Legal Wales News and Events or who have participated in events.	3 years from last contact.	Business Need	Period considered sufficient to establish if continuing interest in Legal Wales activities.

Details of learners and students under the age of 18 taking part in programmes and events aimed at future lawyers and tertiary students of law.	1 year from the end of the programme attended.	Business need and to enable handling of feedback and complaints.	Period considered sufficient for the reasons given. Participants who have reached the age of 18 will have the opportunity to elect to join an alumnus database.

Learners and students who have attended programmes run by Legal Wales itself or in conjunction with other organisations with similar objects (e.g. the Lord Edmund-Davies Legal Education Trust) and who have asked to join Legal Wales’ alumni database (and if not on the general contact database).	3 years from last contact.	Business Need	Period considered sufficient to establish if continuing interest in Legal Wales activities.

Press releases	5 years from publication unless Historical records (see section 1 above).	Business Need

Complaints handling	6 years from settlement or closure.	Business need and limitation period

Website analytics reports from cookies and other similar technology	2 years	Business need	This refers to the output from information obtained via cookies. No firm period recommended by the ICO, although the French regulator recommends 25 months from collection and, for Google Analytics the DMA recommends 2 years. Cookies themselves may be set for different periods depending on the function of the cookie.

5. LEGAL RECORDS

TYPE OF DATA	RETENTION PERIOD	REASON

Data subject rights requests.	6 years from closure of request	Limitation period

Details of Members of the Legal Wales Board and Executive Committee.	6 years from being superseded	Business need and limitation period in the event of a related claim

Insurance claims	3 years after settlement	Limitation period

cYMRU'R gYFRAITH pOLISI cADW

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Bydd bwcio ar gyfer Cynhadledd Cymru’r Gyfraith 2022 yn agor ar 1 Awst