Data and GDPR

Your organisation decides why it collects staff or volunteer information and how it uses it. Set a privacy notice link in Settings → Forms before taking public applications. The organisation is responsible for its privacy information and retention decisions.

Access to records

Use permissions and management scopes to limit access. Sensitive details, safeguarding information, exports and payment records have separate permissions. Review access when someone changes role or leaves.

Customer apps use a separate database and private file storage. Files are served through authorised application requests. This does not remove the need to handle downloaded files and exports carefully.

Retention

In Settings → Data and system, Anonymise people this many months after they leave controls automatic anonymisation. The starting value is 24 months. A value of 0 switches that automatic process off.

For someone marked Left or Declined, authorised users can also choose Anonymise now from their record. It removes identifying details such as their name, contact details, photo and references. Hours remain in totals anonymously. The app warns that this cannot be undone.

Check the person’s status, record and your organisation’s retention decision before confirming. Do not treat anonymisation as the same operation as deleting all operational or payment history.

Requests for information or correction

Confirm the person’s identity and the scope of their request through your organisation’s process. Review their record and use the authorised exports where appropriate. An export is limited by the exporter’s permissions and management scope, so it may not contain every record needed for a request.

Contact your organisation’s data lead for decisions about lawful retention, disclosures or individual rights. Ask the service operator about backups, restores or deletion of an entire organisation. Don’t assume a single app action covers those separate processes.