Last reviewed: 07/09/2026

Our principles

We only keep personal information for as long as we need it. “How long” depends on why we collected it, what the law requires, and what we have committed to do. This summary explains our approach. A more detailed retention schedule is maintained internally and is available on request to info@hwnn.co.uk.

How we decide how long to keep information

• The purpose for which we collected it, and whether that purpose is still live.
• Legal and regulatory requirements (for example HMRC rules for Gift Aid records, employment law, charity accounting requirements).
• Any commitments we made to you at the point of collection (for example in a research consent form).
• Our legitimate need to demonstrate accountability, defend legal claims, or maintain a historical record of our work.

Typical retention periods

These are examples — the full schedule covers more categories in more detail:

• Enquiries and general correspondence: up to 2 years after our last contact.
• Supporter and donor records: for the duration of your relationship with us and for 7 years after, to meet HMRC and audit requirements.
• Gift Aid declarations: at least 6 years from the end of the relevant tax year.
• Research participant data: for the period set out in the participant information sheet for each project — typically the lifetime of the project plus a defined archival period.
• Personal stories and case studies shared with consent: for as long as the consent remains valid, or until you ask us to stop using them.
• Volunteer records: for the duration of volunteering and for up to 3 years after.
• Recruitment records (unsuccessful applicants): up to 12 months.
• Employee records: for the duration of employment and for 7 years after leaving.
• Financial and accounting records: at least 6 years, in line with charity and tax law.
• Trustee and governance records: permanently, as part of our organisational record.
• Website analytics: see our Cookies Notice.

What happens at the end of the retention period

When personal information is no longer needed, we either securely delete it or anonymise it so individuals can no longer be identified. Anonymised information may be kept for statistical or historical purposes.

Your role

You can ask us at any time what information we hold about you, ask us to correct it, or ask us to delete it where the law allows. See the Privacy Notice for how to make a request.