Vida Sheffield is no longer operational – this website is for information only and will continue until 2032.

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Vida Sheffield (Voluntary Winding Up): Privacy & Data Retention Statement

1. Introduction and Scope

This statement details how Vida Sheffield (Registered Charity No. 1092661, Company No. 04405173) manages, protects, and stores personal data following the formal cessation of our therapeutic operations in September 2026.

This page serves as our official data notice through our final administrative wind-up horizon ending in September 2032. Following a resolution for voluntary winding up by our members, the remaining assets and records are managed in strict compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and professional sector frameworks.

2. Data Controller

Following the commencement of the voluntary winding up, the data control responsibilities are held by the Final Registered Trustee.

  • Contact Email: POCvidasheffield@aol.com
  • Purpose: This endpoint is monitored solely to facilitate historic data access requests, satisfy statutory compliance audits, and coordinate secure data destruction schedules.

3. Lawful Basis for Retaining Legacy Data

Because Vida Sheffield has ceased public operations, we no longer collect new client data. We retain existing archives under the following strict legal parameters:

  • Legal Obligation (Article 6(1)(c) UK GDPR): To satisfy financial reporting demands from HM Revenue & Customs (HMRC) and governance requirements of the Charity Commission.
  • Legitimate Interests (Article 6(1)(f) UK GDPR): To address potential historical corporate liabilities or insurance queries within statutory limitation windows.
  • Special Category Data (Article 9(2)(h) UK GDPR): To safely maintain clinical notes compiled under the BACP Ethical Framework, ensuring clients can access their records if required.

4. Data Security & Storage Locations

  • Clinical Records: All therapeutic notes, intake forms, and case files have been fully digitised, encrypted, and stored on an offline, password-protected hardware registry. They are completely separated from this public-facing web server.
  • Website Analytics: This legacy archive site uses no tracking cookies, marketing pixels, or third-party user identifiers. It functions purely as a static, read-only information signpost.
  • Form Processing: During the temporary tribute submission period, submissions are processed through Web3Forms, a third-party form processing service, solely for the purpose of collecting tribute messages for moderation before publication.

5. Final Retention and Destruction Timeline

In absolute alignment with our 6-year run-off insurance policy and the Limitation Act 1980, all operational files are bound to a uniform destruction date:

  • Clinical, Corporate, and Insurance Records: Will be permanently deleted using certified digital shredding protocols in September 2032.
  • Financial and Accounting Assets: Will be securely destroyed in March 2033 to complete the final tax-year cycles required by HMRC.

6. Your Rights Under UK GDPR

You retain full statutory rights regarding your archived information until its final destruction date in 2032:

  • The right to request a copy of your records via a Subject Access Request (SAR).
  • The right to rectify verified factual errors in your stored data.

For your security, all requests will require multi-factor identity verification before clinical material is disclosed.

When we receive an email request we will:

  • Provide the consent form and policy within one calendar month.
  • Give instructions as to how to verify your identity.
  • Review requests from external parties and no data will be shared without your written permission unless it is required and permitted by law without consent.

To make a secure data request, please email your query to:
POCvidasheffield@aol.com