Data Retention Policy

1. Purpose

This Data Retention Policy outlines how ISRV retains, archives, and disposes of personal data in accordance with data protection laws including the UK GDPR and the Data Protection Act 2018. The aim is to ensure that personal data is not kept longer than necessary and is securely deleted when no longer required.

2.Scope

This policy applies to:

All types of data collected, processed, and stored by ISRV, including personal, financial, and operational data.
Data related to members, event attendees, sponsors, vendors, staff, contractors and volunteers.
Data stored across all platforms, systems, or devices used by ISRV.

3. Roles and responsibilities

The Data Protection Lead is responsible for overseeing compliance with this policy.
All staff, contractors and volunteers are responsible for following this policy and ensuring records are appropriately retained and disposed of.

4. Retention schedule

Data Type	Retention Period	Reason
Contact details (e.g. name, email, phone)	2 years from last interaction	Legitimate interest, marketing review
Membership details Data collected: Names, contact details, membership status, payment information, and preferences.	3 years from termination of membership, except for financial records, which must be retained for 7 years to comply with tax regulations.	Contractual obligation, legitimate interest, marketing review
Event registration data Data collected: Names, contact details, ticket purchases, dietary requirements, payment information and event preferences.	Event registration data will be retained for 3 years following the conclusion of the event, except for financial records, which must be retained for 7 years to comply with tax regulations.	Reporting and follow-up, marketing of next event in series
Scholarship applications Data collected: Names, contact details, dietary requirements, passport details, visas	2 years from event date	Reporting and follow-up
Newsletter and marketing preferences	Until user unsubscribes	Consent-based, user-controlled
Website analytics data (anonymized)	24 months	Google Analytics default, performance

5. Storage and security

Data is stored securely using encrypted digital systems and, where necessary, in locked physical storage. Access is restricted to specific individuals based on role and need.

6. Disposal of data

When personal data reaches the end of its retention period, it is:

Permanently deleted from all systems and backups
Shredded or securely destroyed if in paper form

7. Review and updates

This policy will be reviewed annually or when there are changes in legal requirements or ISRV operations.

Members and event participants have the following rights concerning their data:

To request access to their data and receive information about its use.
To request corrections to inaccurate or incomplete data.
To request data deletion, subject to legal and operational constraints.
To withdraw consent for data processing or marketing communications.

8. Questions or concerns

For any questions about this retention policy or to request data deletion, contact us at:

Email: admin@isrv.global
Address: Office 7, 35-37 Ludgate Hill, London, EC4M 7