How long is data stored for?

Modified on Tue, 16 Dec at 4:04 PM

What is data minimisation under GDPR?

Data minimisation is a key principle of the European Union’s General Data Protection Regulation (GDPR). It means that organisations should only collect, store, and use personal data that is relevant, adequate, and strictly necessary for the specific purpose for which it is being processed.

How long should we keep event-related booking data?

In most cases, there is no need to retain event-related personal data beyond the event itself. To help you comply with GDPR, you can set a Purge Data Date within your event settings.

What data is deleted when the Purge Data Date is reached?

When the Purge Data Date is reached, we will automatically delete:

Answers to product questions
Booking information
Volunteer information

This ensures personal data is not kept for longer than necessary.

What happens if we don’t set a Purge Data Date?

If no Purge Data Date is set, the system will automatically default to 30 days after the event end date.

If you need more time for post-event administration or reporting, you can extend this period to 3 or 6 months—the choice is entirely yours.

Can we control data retention across our whole website?

Yes. As an administrator, you can manage site-wide data retention settings for your PTA Events, Clubs Hub, or Charity Hub website. To do this, go to Admin > Settings > Basic Details

What is the default site-wide data retention period?

By default, customer data is retained for 2 years. You can change this to any duration that suits your organisation’s needs.

What happens when the site-wide retention period ends?

Once the retention period is reached, any customers who have not logged in during that time will have their right to erasure automatically processed. All of their personal data will then be permanently deleted.

These settings help your organisation remain GDPR-compliant while giving you flexibility to manage customer data responsibly and efficiently.