Panthers Basketball Club
GDPR Retention Policy and Statement
“Data minimisation” is one of the overarching principles in the General Data
Protection Regulation. It requires personal data to be retained only for so long as is
necessary. Personal data should therefore only be kept as long as is strictly
necessary and organisations should define time limits OR have criteria to determine
when data should be disposed / deleted securely.
Panthers Basketball Club will only retain personal data for as long as necessary to fulfil the purposes for
which it was collected, including for the purposes of satisfying any legal, accounting, or reporting
Personal data can be further processed and stored for archiving in the public interest and statistical and
historical research purposes.
When doing so we will consider: any link to the initial purpose, the context the data was collected in, the
reasonable expectations of members/competitors/officials, the nature of the data, the consequences of
further processing and the existence of appropriate safeguards. Also, whether such data can be
‘anonymised’ if being preserved for archives.
Financial Records: There is statutory requirement to keep financial records for seven years. However,
records may be kept for the last eight years, in order to ensure that year ends are available. Beyond the
eight year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was
an incident which was of particular significance.
Membership Lists: Old membership lists may have some historical value and/or statistical value. The
Club will consider how long is practically useful.
Constitutions: Out of date constitutions come into the same category. Whilst details of changes will be
included in AGM reports, there may be a historical interest in retaining original versions where possible,
and which can be displayed as part of commemorative exhibitions.
Committee and AGM/SGM Minutes and Documents: Committee minutes and documents relating to
AGMs and SGMs must be retained as the definitive record of all club business together with the decisions
made and policies agreed. Also as an information resource to resolve any procedural issues or disputes.
Coaches and Officials Lists: Records of qualifications and contact details will be kept for the duration of
the period that the coaches and officials serve the Club.