Data retention policy

Data retention summary

This page provides a public summary of how the Virago Star Owners Club retains personal data. The club also keeps a more detailed internal retention schedule and committee policy to support its data protection responsibilities.

We keep personal data only for as long as necessary for club, legal, accounting, operational and security purposes. We review retention periods regularly and securely delete or anonymise data when it is no longer needed.

Retention periods

Membership records

Active membership records are kept for the duration of membership. Limited former member records may be kept for up to 6 years after membership ends where needed for governance, accounting, disputes, insurance or legal reasons.

Website accounts

Active website accounts are retained while in use. Inactive accounts may be removed after up to 2 years of inactivity, unless we need to keep limited account information for legal, security or moderation reasons.

Orders and payments

Order and payment records are kept for up to 6 years, or longer where tax, accounting or legal requirements justify extended retention.

Support enquiries

Support enquiries are normally kept for up to 2 years after resolution, unless they need to be retained for follow-up, security or legal reasons.

Complaints and disputes

Complaint and dispute records may be kept for up to 6 years after resolution, and longer where required for ongoing legal, insurance or safeguarding matters.

Ride and event records

Ride attendance lists, event registrations and similar administration records are normally kept for up to 12 months, unless they are needed for insurance, incident investigation, complaints or legal reasons.

Security logs

Security and access logs are normally kept for up to 12 months, unless they are needed for investigating abuse, fraud, technical issues or legal claims.

Direct marketing preferences

Direct marketing preferences are kept until you unsubscribe or withdraw consent. We may keep limited suppression information after that so we can respect your preferences and avoid contacting you again in error.

Forum and user content

Forum posts and other user-submitted content may remain visible until deleted, removed, anonymised or archived by us. We may retain or remove content where needed for moderation, security, legal or community management reasons.

Deletion requests

To request deletion of your personal data, contact: privacy@vsoc.org.uk

We may still retain limited information where we need it for legal, accounting, security, moderation or dispute-resolution purposes.

Review and updates

We review our retention practices periodically to make sure personal data is not kept for longer than necessary.

Contact

For data protection enquiries: privacy@vsoc.org.uk

For technical website support: webmaster@vsoc.org.uk