Bright World has a responsibility to maintain its records and record keeping systems. When doing this, Bright World will take account of the following factors: -
- The most efficient and effective way of storing records and information;
- The confidential nature of the records and information stored;
- The security of the record systems used;
- Privacy and disclosure; and
- Their accessibility.
Retention Schedule
Information on host families and students is held electronically and will be retained for at least the period specified in the retention schedule below. When managing records, Bright World will adhere to the standard retention times listed within that schedule.
| DATA SET | RETENTION PERIOD |
| Student Records | |
| Admissions records | 6 years from the date of admission |
| Guardianship records | Records will be retained indefinitely as part of our child protection policy |
| Guardianship and Admissions enquiries | Enquiries that never reach enrolment stage, records will be deleted after 12 months of original receipt |
| Child Protection records | Records are retained securely and indefinitely. |
| Host Family Records | |
| Host Family details | Details provided to us from prospective host families when they enquire but not proceed to application will be deleted after twelve months |
| Host Family details | Details provided to us from prospective host families when they proceed to application but are subsequently set to non-active and who never host students for us will be deleted after twelve months. The only exception to this is we may keep details of host families should there be a good reason for us not to want to work with them again and in case they apply again. |
| Host Family details | For host families who have hosted a student or students for Bright World, we retain the main Host Family Record indefinitely as part of our child protection policy. |
| Host Family financial details | Bank details are deleted immediately the host family becomes non-active. |
| Host Family DBS records | DBS’s are checked online via a secure DBS checking service and only the document number is ever recorded of a cleared applicant as confirmation of checks. We do not hold paper file copies. Any paper copies we receive are either returned or destroyed |
| Unsuccessful Host Family applications | Any details of unsuccessful applications to become a host family, or applications that fail to proceed to the next stage are deleted after 12 months. Likewise Host Families who request their application to be taken no further will also have their application and any related data immediately deleted. Bright World may retain details of the reason why the application was unsuccessful only if relevant in relation to child protection. |
| Employment records | |
| Job applications and interview records of unsuccessful candidates | Six months after notifying unsuccessful candidates, unless the BW has applicants’ consent to keep their CVs for future reference. |
| Job applications and interview records of successful candidates |
indefinitely in line with our Child Protection duties |
| Written particulars of employment, contracts of employment and changes to terms and conditions |
indefinitely in line with our Child Protection duties |
| DBS checks and disclosures of criminal records forms |
DBS’s are checked online via a secure DBS checking service and only the document number is ever recorded of a cleared applicant as confirmation of checks. We do not hold paper file copies. Any paper copies we receive are either returned or destroyed |
| Personnel and training records | While employment continues and indefinitely in line with our Child Protection duties |
Policy Owner: James Foster
Date Introduced: May 2018
Last updated: 27th September 2023
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