Virgin Active Data Retention Timelines

1 1 Virgin Active data Retention Timelineslive happily ever activeLegAcy2 Virgin Active data Retention Timelines LegacySales data collection method/FormLegal recommendationEnquiry Card3 months then shreddedWeb LeadsWeb leads to be transferred onto enquiry cards, then deleted off the systemPOS Referral By Member3 months then shreddedSales Bible5 years then shreddedGuest PaRQGuest PARQ s should be stored in a guest folder, in a locked, cabinet in the back office; 3 years from last visit then shreddedcollection method/FormLegal recommendationMembership application FormShould be stored in a locked cabinet, back of house and sent for scanning the following monthPaRQShould be stored in a locked cabinet, back of house and sent for scanning the following monthDD MandateShould be stored in a locked cabinet, back of house and sent for scanning the following monthGP Referral LetterShould be stored in a locked cabinet.

2 Back of house and sent for scanning the following monthCopies Of Proof Of age/Employer/Student Status1 month then shreddedChange Of Circumstances Form3 years after cancellation then shreddedJust Before You Go3 years after cancellation then shreddedCancellation Letters/E-Mails3 years after cancellation then shreddedComment Card3 monthsSunbed Cards10 years then shreddedVisitor Log1 month after visitLost Property Log12 months then shreddedLocker Theft Form3 years then shreddedPadlock Hire agreementUntil padlock returnedLocker Hire agreement Towel Hire agreement3 months after sub cancellation Forgotten Card Forms1 montharrears Payment FormUntil MSM loads the payment details onto the membership system then shredded, should be stored in locked cabinet back of house until loaded onto systemMember data Terms & conditions3 Virgin Active data Retention Timelines Legacycollection method/FormLegal recommendationPru application Form6 years after cancellation send for scanningPru T & C s6 years after cancellation send for scanningFitness assessment Info3 years after cancellation then shreddedChanges Requests cancellations, transfers etc3 years after cancellation then shreddedPru data collection method/FormLegal recommendationCV 12 months if unsuccessful then shredded.

3 On P file if Notes12 months if unsuccessful then shredded. On P file if File including Freelancer ContractsDuration of employment plus 12 months, then send to Storetec to archiveHRcollection method/FormLegal recommendationTGS/Fitlinx12 monthsQuick Start Questionnaire1 year after membership cancelled then shreddedQuick Start Programme Cards3 years after cancellation then shreddedRSG3 monthsFitnessPersonal trainingcollection method/FormLegal recommendationPT agreement 3 years then shreddedPT Session Sign-off (stored by trainer in business folder)3 years then shreddedNutrition ToolLife of client then shreddedPt Service Planner3 years then shreddedPt Client List (Trainer In Business Folder)6 months then shredded Pt Sales Tracker (FM file In the club)

4 1 year then shredded4 Virgin Active data Retention Timelines Legacycollection method/FormLegal recommendationSigning In & Out Sheets6 years then shreddedFreelancer Invoices6 years then shreddedFreelancer Insurance Certificates3 years after they have stopped teaching with VA then shreddedgroup exercise collection method/FormLegal recommendationall Building Services paperwork5 years then shreddedBuilding servicesclub-Vcollection method/FormLegal recommendationKids PaRQ (registration forms)12 months on premises easily accessible; further 2 years in locked cabinet with access; then moved onto archive until the child reaches age of 21 Club-V Signing in sheet2 years then shreddedClub-V Visitors Log2 yearsIdentified Person Pick-up Form2 years then shreddedNappy & Feeding Log3 yearsSleeping Log3 yearsClub-V Session ReportN/AMedication Form3 years then shreddedExisting Injuries FormUntil the age of 21 Child Protection Record Sheet (only Club-V manager has access to it)Until the age of 21 Special Needs analysis Until the age of 21 Special Needs Daily ReportUntil the age of 21 Club-V Sun Protection Continuous Consent Form2 years then shreddedPhotography Reproduction authorisation 12 months then shreddedParty Booking Sheets (triplicate)

5 3 years after the party then shreddedVirgin Active data Retention Timelines Legacy4 Opening & Closing checks3 years then shreddedClub-V Promotion entry cards2 month then shreddedStaff Information SheetUntil the end of employment then shreddedClub V Employee Declaration FormUntil the end of employment then shreddedClub V Policy and Procedure Training Log3 years then shreddedFTE Tracker/Rota staff name & shift2 years then shreddedHeavenVcollection method/FormLegal recommendationPhone Call/activate Booking SystemClient record cards - 2 years; IPL - 9 years then shreddedManual Booking Sheet3 years then shreddedConsultation CardNormal treatment- 3 years; IPL 9 then shreddedSwimcollection method/FormLegal recommendationEnquiry Card 3 month then shreddedBooking Sheet/ Renewal Forms1 year then shreddedSwim agreement3 years then shreddedSwim Group Registers2 terms, archived for 3 years then shreddedSwim Registers2 terms.

6 Archived for 3 years then shredded1-2-1 Sign Off Sheets3 years then shredded1-2-1 Receipt Book1 year then shreddedSwim Gala EntryN/ABadges ReportN/AWaiting List3 months then shreddedCertificates6 months6 Virgin Active data Retention Timelines Legacycollection method/FormLegal recommendationTimesheets3 years then shreddedBanking Sheets1 year then shreddedBanking Books1 year then shreddedExpenses1 year then shreddedFinanceSafetycollection method/FormLegal recommendationaccident Forms/InformationForever! Active Plan3 years then shreddedFitness/FOH/Lifeguard & Membercare Checklists3 years then shr