Disposal of Records Schedule
for
School Breathe CIC
Section 1 – Introduction
- Functions of SCHOOL BREATHE CIC
School Breathe CIC provides children and staff with weekly online breathwork educational videos and resources, presented by some of the UK’s leading breath coaches. Additional handouts, printouts and downloads are available to use within school newsletters. This is an automated online programme (run by Kajabi) whereby email addresses are required from schools. School Breathe CIC follow GDPR UK. Please see dedicated GDPR document.
2. Purpose of Disposal Schedule
This disposal schedule identifies the disposal arrangements for all electronic records created by School Breathe CIC. The Schedule complies with the requirements of the Public Records Act (NI) 1923 and the Disposal of Documents Order (S.R.& O.1925 No 167).
- Categories of Disposal
- Destruction
- Permanent preservation
Section 2 – Operation of this Records Disposal Schedule
- Closing a membership
Contact details, including emails of schools no longer wishing to receive information from School Breathe CIC will be removed from our database. We must receive this request via email from the Head of School. This can be when the membership terminates or when you no longer wish to receive newsletters from School Breathe CIC.
- Minimum Retention Period
The minimum retention period required for each membership is 6 months. It is calculated from the day the membership is activated. If your school has signed up to the newsletter, independently of becoming a member, you can unsubscribe from the newsletter at any time.
- Destroy
Where the disposal action states ‘Destroy’ the records should be kept for the period stated and then destroyed securely. A record must be maintained of the files that have been destroyed.
- Commitment to preserving files/records
School Breathe CIC declares that it will take measures to ensure that the records it creates, including electronic records, will be well maintained and protected while they are in its custody.
- Roles and Responsibilities
School Breathe CIC is responsible for creating and maintaining records in accordance with good records management practice.
Section 3 – Definitions of Records held by School Breathe CIC in respect of its Functional Areas.
There are two main functional areas for which School Breathe CIC keeps records as follows:
- Staff
- Health + Safety
The records contained within these functional areas provide evidence and information about its business activities and are important for the efficient operation of the community interest company.
- Staff
Staff category refers to those records required for the fulfilment of our membership programme. These include staff personnel records, primarily their first and second name, and school email address.
- 6. Health & Safety
The health and safety of children and staff is of paramount importance School Breathe CIC. It is our understanding that all teachers and staff working for, or within in the school have a current DBS and these records are within the school. We hold any relevant personal information about children’s wellbeing should this be offered. We ask your school to make us aware of any medical conditions so we can offer support for these pupils.
Section 4 – Electronic Records
The legal obligation to properly manage records, including compliance with Data Protection legislation, applies equally to electronic records.
They include:
- All information is stored securely and only available to authorised persons. We retain your information on our system until you no longer wish to be a member of the School Breathe programme.
- Our programme is automated, so you will only receive emails from us on the allocated weeks of your membership.
- We will dispose of electronic records in line with policy once they are no longer needed.
ISO 15801:2009 - record authenticity and legal admissibility
ISO 27001 - information security management
BS 10008 - legal admissibility of electronic information standards
Section 5 - School Disposal Schedule
We will keep your emails on record, should you like to extend your School Breathe Membership we will keep them on record until you asked to be removed or terminate your membership.
1 Staff
Ref |
Record |
Minimum Retention Period |
Action After Retention |
1.1 |
Staff Email Addresses Records |
6 months after joining School Breathe CIC |
Delete on request |
1.2 |
Staff Emails Once No Longer Working at School |
1 week after we have been notified
|
Delete
|
1.5 |
Substitute Teacher Records |
6 months after joining School Breathe CIC |
Delete on request |
- Health & Safety
Ref |
Record |
Minimum Retention Period |
Action After Retention |
2.1 |
Any pupil medical issues you share with School Breathe |
Date of share + 7 years |
Destroy |
3 Responsibilities
- School Breathe CIC has a corporate responsibility to maintain data records and record keeping systems in accordance with the regulatory environment.
- School Breathe CIC will maintain and dispose of data stored in accordance with the Records Management Policy and Guidelines.