How long EKRR FC keeps different records across its Sections — EKRR AFC, EKRR Youth and EKRR Over 35 — to support the Member Privacy Notice. These are indicative periods; confirm against current league, insurance, governing-body and legal requirements. Youth Section safeguarding records are subject to the guidance of the relevant governing body, which typically requires long-term retention
| Record type | Examples | Reason / lawful basis | Retention period | Disposal method |
|---|---|---|---|---|
| Player registration & membership | Registration forms, contact details (all Sections) | Running the Club; governing body / league requirement | Membership + 2 seasons | Secure deletion / shredding |
| Youth Section – parent / guardian records | Parent/guardian names, contact details, consent to participation | Running the Youth Section; safeguarding | Duration of child’s membership + 2 seasons | Secure deletion / shredding |
| Emergency contact & medical info | Emergency contacts, medical/injury notes | Player safety (consent / vital interests) | Membership; delete on leaving | Secure deletion / shredding |
| Photography & social media consent | Consent register entries (including parental consents for U18s) | Consent record (UK GDPR) | While related media is held | Secure deletion |
| Financial records | Subs, fees, expenses, accounts | Legal & accounting obligation | 6 years (current + 5) | Secure deletion / shredding |
| Accident / incident reports | Injury & incident forms | Welfare; insurance; legal | At least 6 years (longer if a minor or claim) | Secure deletion / shredding |
| Safeguarding / child protection records | Concern records, referrals, decisions | Safeguarding; legal; governing body policy | Per governing body guidance — typically long-term (e.g. until subject reaches age 25 for child records, and often longer) | Confidential secure disposal |
| PVG / disclosure records | PVG status for Officials in regulated roles | Legal requirement / safer recruitment | While in role + per Disclosure Scotland guidance | Secure deletion |
| Coach qualifications | Coaching certificates, first aid | Compliance; safety | While in role + 2 years | Secure deletion |
| Committee & AGM minutes | Meeting minutes, decisions (Club and Section Sub-Committees) | Governance record | Permanent / Club archive | Retained in archive |
| Insurance documents | Policies, certificates, claims | Insurance & legal | Duration of policy + 6 years | Secure deletion |
| General correspondence | Emails, messages | Day-to-day administration | Up to 2 years | Secure deletion |
