Data Retention Policy

The Amara Centre

Website: https://amaracentre.org/
Contact email: hello@amaracentre.org

Effective date: 7 August 2026

1. Introduction

The Amara Centre is committed to handling personal information responsibly, securely and respectfully.

We recognise that the information we hold may include sensitive personal information, particularly where people affected by cancer share details about their diagnosis, treatment, health needs and personal circumstances.

This Data Retention Policy explains how long different types of information may be kept and the principles used when deciding when information should be securely deleted or anonymised.

2. Purpose of This Policy

This policy aims to ensure that The Amara Centre:

  • Keeps information only for as long as necessary.

  • Complies with applicable data protection requirements.

  • Protects the privacy and dignity of individuals.

  • Maintains accurate and useful records.

  • Avoids retaining unnecessary personal information.

3. Scope of This Policy

This policy applies to information relating to:

  • People affected by cancer who engage with our services.

  • Beneficiaries and support applicants.

  • Donors.

  • Fundraising supporters.

  • Volunteers.

  • Trustees and representatives.

  • Partners.

  • People who contact The Amara Centre.

4. Principles of Data Retention

When deciding how long information should be retained, The Amara Centre will consider:

  • Why the information was collected.

  • Whether it remains necessary.

  • Legal and regulatory requirements.

  • Safeguarding responsibilities.

  • Financial record requirements.

  • Organisational learning needs.

  • Privacy risks.

We will not keep personal information indefinitely without a valid reason.

5. Types of Information We May Hold

The Amara Centre may hold information including:

Support and Beneficiary Information

This may include:

  • Name.

  • Contact details.

  • Cancer diagnosis information.

  • Treatment-related information.

  • Financial or practical circumstances.

  • Support needs.

  • Assessment information.

  • Records of communication.

Donation and Financial Information

This may include:

  • Donor details.

  • Donation records.

  • Gift Aid information where applicable.

  • Financial transaction records.

Volunteer and Trustee Information

This may include:

  • Applications.

  • Contact details.

  • Role information.

  • Training records.

  • Communication records.

  • Governance records.

Fundraising Information

This may include:

  • Fundraiser details.

  • Campaign information.

  • Fundraising records.

  • Supporter communications.

6. Retention Periods

The following retention periods provide general guidance. Specific circumstances may require information to be retained for longer or deleted sooner.

Support Requests and Beneficiary Records

Information relating to people requesting support may be retained for as long as necessary to assess, manage and review the support provided, and to maintain appropriate organisational records.

This may include:

  • Support applications.

  • Eligibility assessments.

  • Decisions made.

  • Communication records.

  • Outcomes and learning.

Because support requests may involve sensitive health and personal information, retention decisions will be carefully considered.

Health Information

Sensitive health information will only be collected and retained where there is a clear and lawful purpose.

Health information will be:

  • Accessed only by authorised individuals.

  • Stored securely.

  • Deleted or anonymised when no longer required.

Donation and Financial Records

Financial records will be retained for the period required by applicable charity, financial and legal requirements.

This may include:

  • Donation records.

  • Financial transactions.

  • Gift Aid records.

  • Accounting information.

Volunteer and Trustee Records

Successful volunteer and trustee records may be retained during the period of involvement and for an appropriate period afterwards where necessary for organisational, safeguarding or legal purposes.

Unsuccessful applications will normally be deleted after a reasonable period unless there is a lawful reason to retain them.

Newsletter and Mailing Lists

Newsletter and communication preferences will be retained until:

  • A person unsubscribes.

  • Consent is withdrawn.

  • The information is no longer required.

Fundraising Records

Fundraising records may be retained for:

  • Financial accountability.

  • Reporting purposes.

  • Campaign records.

  • Supporter relationship management.

7. Secure Deletion

When information is no longer required, The Amara Centre will take reasonable steps to securely remove it.

This may include:

  • Deleting electronic records.

  • Securely disposing of paper records.

  • Anonymising information where appropriate.

8. Anonymisation

Where information may be useful for reporting, evaluation, learning or improving our work, we may remove identifying details so that individuals cannot reasonably be recognised.

Anonymised information may be retained for organisational learning and reporting purposes.

9. Storage and Security

Personal information will be stored securely.

The Amara Centre will take appropriate measures to protect information from:

  • Unauthorised access.

  • Loss.

  • Misuse.

  • Accidental disclosure.

Access to sensitive information will be limited to people who require it for legitimate purposes.

10. Individual Rights

Individuals have rights regarding the personal information held about them.

These rights may include:

  • Requesting access to personal information.

  • Requesting correction of inaccurate information.

  • Requesting deletion where appropriate.

  • Withdrawing consent where processing is based on consent.

Requests should be sent to:

Email: hello@amaracentre.org

11. Responsibilities

Everyone who handles information on behalf of The Amara Centre has responsibility for:

  • Respecting confidentiality.

  • Following data protection requirements.

  • Keeping information secure.

  • Reporting concerns about information handling.

Trustees and organisational leaders are responsible for ensuring appropriate oversight of information management practices.

12. Data Breaches

A data breach occurs when personal information is:

  • Lost.

  • Accessed without permission.

  • Disclosed incorrectly.

  • Accidentally destroyed.

Any suspected data breach should be reported promptly so that appropriate action can be taken.

Where required, breaches will be managed in accordance with applicable data protection requirements.

13. Review of This Policy

This Data Retention Policy will be reviewed regularly to ensure it remains appropriate as The Amara Centre develops.

Reviews will consider:

  • Changes in our activities.

  • Changes in legal requirements.

  • Organisational learning.

  • Feedback and experience.

14. Contact Us

For questions about this policy or how we handle information, please contact:

The Amara Centre
Email: hello@amaracentre.org

Website: https://amaracentre.org/

The Amara Centre
Compassion. Hope. Dignity.