Data Retention Policy

Joanne Davies Wellbeing

Effective Date: 5 June 2026
Last Updated: 5 June 2026

Purpose

Joanne Davies Wellbeing is committed to managing personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

This policy explains how long personal information is retained and how records are securely disposed of when they are no longer required.

Why Records Are Retained

Client information is retained to:

Provide safe and effective treatments.
Maintain continuity of care.
Meet professional, insurance, legal, and regulatory obligations.
Respond to enquiries, complaints, or legal claims.
Maintain accurate business and financial records.

Information is only retained for as long as necessary for these purposes.

Types of Information Held

Joanne Davies Wellbeing may retain:

Client consultation forms
Health questionnaires
Treatment records and SOAP notes
Consent forms
Appointment records
Contact details
Email and written correspondence
Financial and payment records
Website enquiry records
Marketing consent records

Retention Periods

Client Health Records (Adults)

Consultation forms, treatment notes, consent forms, and health records are retained for: 7 years following the client's last appointment. This reflects common professional practice and insurance requirements for complementary therapists.

Client Health Records (Children)

Records relating to clients under the age of 18 are retained until:

The client's 25th birthday or 26th birthday if the client was aged 17 at the time of treatment. This allows for potential legal claims following adulthood.

Financial Records

Invoices, receipts, accounting records, and related financial information are retained for: 6 years following the end of the relevant financial year in accordance with HMRC requirements.

Marketing Records

Marketing preferences and consent records are retained until:

Consent is withdrawn, or
The information is no longer required.

Website Enquiries

General enquiries submitted through the website, email, telephone, or social media may be retained for: Up to 2 years, unless they become part of an active client record.

Employment and Contractor Records

Where applicable, employment or contractor records will be retained in accordance with legal and HMRC requirements.

Secure Storage

Personal information is stored securely using appropriate technical and organisational measures.

These may include:

Password protected electronic systems
Secure cloud based storage providers
Encrypted devices where appropriate
Locked storage for paper records
Restricted access to authorised persons only

Disposal of Records

When records reach the end of their retention period, they are securely destroyed.

Methods may include:

Paper Records

Cross-cut shredding
Confidential waste disposal services

Electronic Records

Secure deletion
Permanent removal from storage systems
Secure destruction of digital media where applicable

Reviewing Retained Information

Records are reviewed periodically to ensure information is:

Accurate
Relevant
Up to date
No longer retained than necessary

Individual Rights

Individuals have rights regarding their personal information, including rights to:

Access their personal data
Request corrections
Request erasure where applicable
Restrict processing
Object to processing

Some requests may be limited where legal, insurance, or professional obligations require records to be retained.

Policy Review

This policy will be reviewed regularly and updated when necessary to reflect changes in legislation, professional guidance, or business practices.

Summary Retention Schedule

Adult client records - 7 years after last treatment
Child client records - Until age 25 (or 26 if treated at age 17)
Financial records - 6 years
Marketing consent records - Until consent withdrawn or no longer required
Website enquiries - Up to 2 years
Complaints records - 7 years after resolution
Insurance related records - In line with insurer requirements

Joanne Davies Wellbeing
Providing professional, ethical, and secure wellbeing services while protecting the privacy and confidentiality of every client.