<aside> 💡 Applicable to: All

This policy takes account of the Residential Holiday Schemes for Disabled Children (England) Regulations (2013) and the National Minimum Standards for Residential Holiday Schemes for Disabled Children (Department for Education).

This policy has been approved by the OMH Board of Trustees

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Policy Statement

OMH is committed to the safe and secure storage of records where these are necessary for the running of our holiday schemes. We keep records in order to meet our legal and social obligations and to support best practice in all our activities. We are likewise committed to the safe disposal of records once these are no longer useful and aim in particular not to retain personal data where this is not absolutely necessary.

The accidental or intentional destruction of these records during their specified retention periods could result in the following consequences for OMH and/or its representatives:

• fines and penalties;
• loss of rights;
• obstruction of justice charges;
• contempt of court charges; and
• serious disadvantages in litigation.

OMH must retain certain records because they contain information that:

• serves as the OMH's corporate memory;
• has enduring informational value (for example, it provides a record of a business transaction, evidences OMH's rights or obligations, protects OMH's legal interests or ensures operational continuity); and
• must be kept to satisfy legal, accounting, or other regulatory requirements.

OMH prohibits the inappropriate destruction of any records, files, documents, and other forms of information. This policy is part of a charity-wide system for the review, retention, and destruction of records OMH creates or receives in connection with the business it conducts.

Data collected and stored by OMH

OMH collects and stores a number of documents containing personal or sensitive information. These can be split into information about volunteers, information about holiday makers, management records and donor records. These documents may exist in electronic and/or paper form.

Types of documents

This policy explains the differences among records, disposable information, and confidential information belonging to others.

Records