| Customer record (Gladstone) | Gladstone | 6 years after last financial transaction on customer account, or on a child account that is linked to the record | Administrative business need |
| Membership forms | Scanned copy on Sharepoint, then hard copy is shredded | 4 years | You have signed the health commitment statement on the document |
| Southampton Sport Membership details | Gladstone | 2 years | Administrative business need |
| Course and Class attendance details | Gladstone | See your Activity customer record held by Gladstone | Administrative business need |
| Southampton Sport BANNED customers | Gladstone | Permanent record, but all superfluous data removed 6 years after last financial transaction on customer account, or on a child account if linked to the record | Administrative business need |
| Customer email correspondence | Southampton Sport and Watersports email inboxes and Gladstone | Received emails deleted from email accounts as soon as dealt with. Sent items are kept for 1 year. Important emails or complaints are copied on to the customer's Gladstone record (See your Activity customer record held by Gladstone) | Administrative business need |
| Club email correspondence | Southampton Sport email inbox and Gladstone | Emails in inbox kept for 1 year and permanently on club Gladstone record | Administrative business need |
| Students' Union team lists | Sharepoint | 1 year | Administrative business need |
| Casual instructor details | Spreadsheet | Casual staff contracts end on the 31 July each year. If they do not intend to work again in August of that year it should be deleted. | Administrative business need |
| First Aid and Incident forms | Paper form scanned as a PDF and stored on Sharepoint | 7 years | Administrative business need |
| Details of those paying for boat storage | Gladstone | For the duration of the contract or 12 months | Administrative business need |
| Bursary and TASS Athlete information (lifestyle support) | Word and Excel records kept on private Sharepoint group | 1 year after they have completed TASS or Bursary contract with UoS | Administrative business need |
| Bursary applications | Paper form scanned and stored on Sharepoint | 4 years | Administrative business need |
| Medical forms: Watersports | Paper form | End of course | Administrative business need |
| Medical forms: Kids' Camp Activity Days | Emailed to Southampton Sport email account by webform; data transferred to spreadsheet for course | End of course | Administrative business need |
| Medical forms: Jubilee Swimming Academy | Emailed to Southampton Sport email account by webform; data transferred to Swimsoft | 1 year following the end date of the last term of lessons attended | Administrative business need |
| RYA Online Portal | Data inputted by Southampton Sport staff to allow the client to log on and do the course they wish after they have paid for the product | Deleted after input | Administrative business need |
| Active Nation list from us from our system | Gladstone and Email web form submitted for Consent to Share data. Spreadsheets stored on Sharepoint | See your Activity customer record held by Gladstone. Emails and spreadsheets kept for 1 year | Administrative business need |
| Active Nation holding our data | Active Nation System | Held for as long as it takes us to send new data to them | Administrative business need |
| Customer record (Swimsoft) | Swimsoft | 6 years after the end date of the last term of lessons attended | Administrative business need |
| Yacht charter details | Paper forms, and customer and booking info on Gladstone | Paper forms 4 years, scanned in and shredded. see your Activity customer record held by Gladstone | To meet MCA Guidance |
| Kids' Camp Activity Days information | Gladstone and spreadsheet on Sharepoint | Spreadsheet is kept for 1 academic year, after the event. Customer and Booking information, see your Activity customer record held by Gladstone | To meet OFSTED requirements |
| Kids' Camp Activity Days and JSA Lessons Safeguarding Issues and Concerns | Sharepoint | 21 years | To meet OFSTED requirements |
| External bookings across sites - new system | Booking form received via email and kept on Sharepoint | Email booking form deleted once attached to Sharepoint. Customer and Booking information, see your Activity customer record held by Gladstone | Administrative business need |