GDPR Data processing modelDocuments produced following a general meeting

Organisation: PrivateFunction: Legal and compliance

This processing is intended for the management and follow-up of documents produced following a general meeting

Purposes (1)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Management and follow-up of documents produced following a general meeting

Management and follow-up of attendance records and proxy appointments, minutes of general meetings and written resolutions, the directors' report and the auditor's report laid before or circulated to members.

Legal obligation

Article 6(1)(c) UK GDPR - legal obligation. Companies Act 2006, s.355: every company must keep copies of members' written resolutions, minutes of general meetings and sole-member decisions for at least 10 years from the date of the resolution, meeting or decision.

Data categories (5)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Identity of legal representatives

Data details

Emailrequired

Name and surnamerequired

Data conservation rules

Active base:

At least 10 years from the date of the general meeting or resolution, as part of the minutes and records of resolutions and meetings.

Companies Act 2006, s.355 (records of resolutions and meetings kept for at least 10 years).

Destruction

Board members

Data details

Email addressrequired

Qualityrequired

first and last namerequired

Data conservation rules

Active base:

At least 10 years from the date of the general meeting or resolution, as part of the minutes and records of resolutions and meetings.

Companies Act 2006, s.355 (records of resolutions and meetings kept for at least 10 years).

Destruction

Statutory auditor identification

Data details

Email addressrequired

first and last namerequired

Data conservation rules

Active base:

At least 10 years from the date of the general meeting or resolution, as part of the minutes and records of resolutions and meetings.

Companies Act 2006, s.355 (records of resolutions and meetings kept for at least 10 years).

Destruction

Identification of the company secretary or secretary of the meeting

Data details

Emailrequired

Postal Addressrequired

name

required

First namerequired

Data conservation rules

Active base:

At least 10 years from the date of the general meeting or resolution, as part of the minutes and records of resolutions and meetings.

Companies Act 2006, s.355 (records of resolutions and meetings kept for at least 10 years).

Destruction

Identity of shareholders and associates

Data details

Email addressrequired

Postal Addressrequired

Qualityrequired

Name and surnamerequired

Data conservation rules

Active base:

At least 10 years from the date of the general meeting or resolution, as part of the minutes and records of resolutions and meetings. Entries relating to former members in the register of members may be removed 10 years after the person ceased to be a member.

Companies Act 2006, s.355 (records of meetings, at least 10 years) and s.121 (removal of entries relating to former members after 10 years).

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Other

Created at:07/08/2023

Updated on:10/05/2026

Nb using:12