System Updates

Minor updates and code changes occur every day. Only significant or noteworthy updates are shown here. Updates shown with a gold background are (or were at the time) only available to Advanced HOPS members.

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Time Date	System Updates
Update 892 30 August 2022	DATA RETENTION IN HOPS HOPS is again looking at the policy for data retention and deletion in HOPS. This consultation replaces the 2019 consultation on the same matter. * Overview Up to now HOPS has generally been considered not old enough to be storing data for which there was no outstanding lawful basis on which to store it, but as HOPS is now over ten years old that is no longer the case. Some data is easier than others to think about retention/deletion. Some is 'nice to have', some is required for useful analysis, and some is vital to maintain for insurance etc purposes (where the record-keeping period can be 40 years or more). Removing old data also helps maintain best use of system-resources and avoids HOPS becoming 'bogged down'. All data must have a lawful basis for being stored (GDPR), so we must act reasonably in how long we store data for, especially after the person to whom it applies no longer works for the organisation. All data stored in HOPS is stored on the legal basis of 'legitimate interest' - ie it's all necessary data for the client organisations to store to run their businesses - it is not stored under the legal basis of 'consent' and therefore the subject user cannot withdraw their consent. It is legitimate for businesses to store information about their former staff for a reasonable period of time, particularly to protect the company against subsequent legal, insurance or employment claims. The previous consultation on this matter listed many types of data and became swamped in discussions and was ultimately lost to Covid disruption. To resurrect the discussion, this consultation describes a planned change to the retention period for three initial types of data that it hopefully might be easier to reach agreement on: turn history, roster availability and user login data. All three of these are large in volume so of benefit to all HOPS users to resolve. Please see the consultation document here: http://www.heritage-ops.org.uk/public_docs/HOPS_Data_Retention_2022.pdf

Time Date

System Updates

Update 892
30 August 2022

DATA RETENTION IN HOPS

HOPS is again looking at the policy for data retention and deletion in HOPS.

This consultation replaces the 2019 consultation on the same matter.

* Overview

Up to now HOPS has generally been considered not old enough to be storing data for which there was no outstanding lawful basis on which to store it, but as HOPS is now over ten years old that is no longer the case.

Some data is easier than others to think about retention/deletion. Some is 'nice to have', some is required for useful analysis, and some is vital to maintain for insurance etc purposes (where the record-keeping period can be 40 years or more).

Removing old data also helps maintain best use of system-resources and avoids HOPS becoming 'bogged down'.

All data must have a lawful basis for being stored (GDPR), so we must act reasonably in how long we store data for, especially after the person to whom it applies no longer works for the organisation. All data stored in HOPS is stored on the legal basis of 'legitimate interest' - ie it's all necessary data for the client organisations to store to run their businesses - it is not stored under the legal basis of 'consent' and therefore the subject user cannot withdraw their consent.

It is legitimate for businesses to store information about their former staff for a reasonable period of time, particularly to protect the company against subsequent legal, insurance or employment claims.

The previous consultation on this matter listed many types of data and became swamped in discussions and was ultimately lost to Covid disruption.

To resurrect the discussion, this consultation describes a planned change to the retention period for three initial types of data that it hopefully might be easier to reach agreement on: turn history, roster availability and user login data. All three of these are large in volume so of benefit to all HOPS users to resolve.

Please see the consultation document here: http://www.heritage-ops.org.uk/public_docs/HOPS_Data_Retention_2022.pdf

Generated at 11:25:11, 28 April 2025