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
attached retention schedule below. When managing records, Bright World will adhere to the standard
retention times listed within that schedule.
| FILE DESCRIPTION | RETENTION PERIOD |
| Student Records | |
| Admissions records | 6 years from the date of admission |
| Guardianship records | Records will be retained until the child turns 25 as part of our child protection policy |
| Child Protection records | Records are retained for 10 years from date of leaving or until child turns 25 whichever is sooner. |
| Host Family Records | |
| Host Family details | Details relating to hosting history are kept until relevant student(s) reach the age of 25 as part of our child protection policy. Profiles and any photos are deleted when host family becomes non-active. |
| 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 immediately deleted. 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. In this case, application forms will give applicants the opportunity to object to their details being retained |
| Job applications and interview records of successful candidates |
6 years after employment ceases |
| Written particulars of employment, contracts of employment and changes to terms and conditions |
6 years after employment ceases |
| 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 up to six years after employment ceases |
Policy Owner: James Foster
Date Introduced: May 2018
Last updated: 16th May 2018
Next Review Date: May 2021
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