Data Retention Policy


Wedding Tuk Tuk’s Data Retention Policy is a tool to ensure all business information is retained for only as long as required.

It takes account of the context within which the company operates, including the legal and regulatory environment, for example compliance with the fifth data protection principle, and the expectations of stakeholders.

It is intended primarily as a resource for those responsible for processing data and to enable the disposal activity to be carried out in a consistent and controlled manner.

Wedding Tuk Tuk collects, processes and stores different categories of data. Each category has its own retention period which applies to all records in that category and to all formats: paper and electronic.

The data retention period will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods.

If individual records or documents require an alternative retention period, this must be agreed with Prerm Gyani (prem@weddinbgtuktuk.com) in advance of any change and the reasons are to be noted and retained with the data.

The schedule below outlines the retention periods for each different category of data and the appropriate disposal activity.

Category of Data
Details
Retention Period
DIsposal Activity
Service Users
Sensitive, personal data and sometimes relating to children, necessary to provide follow up support if needed.
Electronic: indefinitely
Paper: 2 years
Paper: professionally shred
Electronic: n/a
Donors
Names, email addresses, addresses, possessions gifted and intent data
2 years then refresh consent
Paper: professionally shred
Electronic: anonymise
Contact Forms (from website)
Names, email addresses, addresses
2 years
Electronic: delete
Emails
Names, email addresses, addresses
7 years
Electronic: delete
E-Newsletter Subscribers
Names, email addresses
Opt-in required
Electronic: Optout to unsubscribe

Safeguarding Policy


Policy Statement

Safeguarding is a fundamental part of Wedding Tuk Tuk’s work and this commitment is reflected in the values of our organisation, which inform and support all of our safeguarding activity:

  • We are respectful
  • We treat others as they would want to be treated
  • We are inclusive
  • We work together, we involve and we consult
  • We are solutions-focused
  • We ensure that what we do makes a real difference
  • We are expert
  • We strive to be the best at what we do
  • We are empowering
  • We support others to achieve their goals

Guiding Principles

Everyone’s responsibility

Everyone at Wedding Tuk Tuk has a responsibility to keep children and adults who need care and support safe from abuse and neglect.

Prevention

We will put sensible measures in place to prevent abuse, including the use of safe recruitment practices, promoting safe working practice and raising awareness of safeguarding.

Protection

We will provide policy, procedures, information and training to enable all Wedding Tuk Tuk’s staff to identify and respond appropriately to concerns about abuse.

Partnership

Wedding Tuk Tuk will work in Partnership with statutory, regulatory and other relevant organisations to ensure that safeguarding concerns are responded to appropriately.

Empowerment

We will be person-centred and uphold rights in our safeguarding work
Accountability – We aim to be transparent in our approaches and recognise the need for continuous learning and improvement.

Roles and Responsibilities

All staff and volunteers:  Every individual working for Wedding Tuk Tuk, irrespective of their role, has a part to play in safeguarding children and adults who need care and support.

Wedding Tuk Tuk Partners:  Wedding Tuk Tuk’s Partners will make their own arrangements for safeguarding.

Breaches of Policy

Failure to comply with the Wedding Tuk Tuk safeguarding policy may be managed in a number of ways, depending on the nature and consequences of any incident. In some cases a combination of responses may be required.

  • Local authority co-ordinated safeguarding investigation
  • Police investigation
  • Referral to the Disclosure & Barring Service (DBS)
  • People & Performance disciplinary process
  • Internal review or co-operation with an external review

Equality Statement

Wedding Tuk Tuk is committed to providing services which embrace diversity and that promote equality of opportunity. Everyone who accesses our services or works for us in a paid or voluntary capacity should be safe, empowered to play a part in promoting their own welfare and that of others and able to live a life free from abuse. This applies to all, regardless of age, sex, ethnicity, disability, sexuality or belief.

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