skip to content
 

The University complies with the principles of the Data Protection Act 1998 and Human Rights Act 1998 in the way it collects, holds and disposes of personal information.

In accordance with the University’s Master Records Retention Schedule:

  • Completed risk assessments relating to activities involving children/vulnerable adults must be retained by departments/institutions whilst and activity/event is ongoing and for a minimum of five years after it has ceased (or the risk assessment has been superseded).
  • Details of relevant training (such as on safeguarding or working with children or vulnerable adults) must be retained by departments/institutions (for local training) or by the University training provider (for centrally delivered training) for a minimum of five years after the training is completed.
  • Personal files of all employees (including those who have contact with children/vulnerable adults) and any documentation related to allegations or suspicions of abuse must be retained for a minimum of six years after the individual concerned leaves the University.

In addition, departments/institutions should, wherever practicable, record lists of the individuals (staff, students, volunteers and child/vulnerable adult participants) involved in activities/events for children and/or vulnerable adults and retain them securely for a minimum of six years after the activity/event.

The University has a published statement on confidential handling and storage of criminal records information within the Data Protection section of the HR web pages.

Information about any allegations or suspicions of abuse must be shared on a need-to-know basis only. Documentation related to allegations or suspicions of must be stored in a secure place which is only accessible to those with appropriate knowledge of the suspicions/allegations.

Where it is necessary for staff, students or volunteers to take photographs or video images of children or vulnerable adults, written consent must be obtained (from parents in the case of children) before these images are taken in order to comply with the Data Protection Act 1998.