Version 2026-11-draft-1 Data Retention Schedule
How long each kind of data is kept and why.
Updated 2 November 2026
Draft awaiting the University's approval. The Registrar and the Data Protection Officer need to approve this wording, including anything marked to be confirmed.
Schedule
- Service and achievement records: while in service, and [to be confirmed by the University] after leaving, as statutory and accreditation cycles require.
- Frozen board submissions: kept as filed, as the evidence of what was submitted.
- Proof documents: for as long as the entry they support, or [to be confirmed by the University].
- Sign-in and security records: [to be confirmed by the University].
- Possible-duplicate review notes: [to be confirmed by the University].
After someone leaves
A person marked as retired, resigned or otherwise left can no longer sign in and drops out of current lists and board reports. Their record stays, with the last working day recorded.
Deleting data
Achievement entries and verification decisions are append-only and are not deleted during the retention period. When the period ends they are erased or anonymised on the Registrar's instruction.