Information Rentention

We keep accurate, proportionate records to:

Provide a high-quality service to patients and the public.
Provide a high-quality service to patients and the public.
Provide feedback to health and social care service
Ensure good support and supervision to volunteers
Comply with all employment, charity and company legal requirements
Publicise our activities
Comply with quality assurance systems.

All records are made and held in accordance with the principles of the UK GDPR and Data Protection Act 2018. Gymnest Ltd's responsibility is to ensure that our activities, whether solely or as part of another organisation, are covered by our registration with the Information Commissioner’s Office.

We keep records for the period specified in the procedure below.

This policy was adopted on 26/04/2025 and will be reviewed on 26/04/2026

Name of Director: Charles Breeden

Signature:

RETENTION SCHEDULE

Retention of records at Gymnest Ltd

Employment Staff and volunteer records should be retained for six years after the end of employment but need only to contain sufficient information to provide a reference (e.g. training and disciplinary records).

Copies of any reference should be retained for six years after the reference request. Director's files should be kept for six years.

Application form

References received

Sickness and maternity records

Annual leave records

Unpaid leave/special leave records

Records relating to an injury or

accident at work

References given/information to enable a reference to be provided

Recruitment and selection material (unsuccessful candidates)

Disciplinary records

Statutory maternity pay records, calculations and certificates

Redundancy details, calculation of payments and refunds

Duration of employment, destroy when employment ends

Six years from the end of employment

12 years

Six years from the end of employment

Six months after recruitment is finalised

Six years after employment has ended

Retain while employed and for seven years after employment has ended

Seven years from the date of redundancy

Note: if an allegation has been made about the member of staff, volunteer or trustee, the staff record should be retained until they reach the normal retirement age or for ten years, if that is longer. E.g. around Safeguarding.

Public experience, e.g. observations, interviews, entry and view notes, surveys, research/engagement project data

Comments recorded on internal databases

Any paper-based comments recorded on the database.

Comments and or other evidence that have not been recorded on the database.

Signed consent forms

Retain in line with local policy

One year (This is in case there is a query regarding an entry on the database)

Retain in line with local policy

Destroy in line with above

DBS checks

Record disclosure reference numbers. and date of the check and return to the volunteer or staff member.

Safeguarding concern recording forms

All safeguarding concern forms and related information should be kept for ten years. If the record relates to children and young people, it must be kept until they are 21 years old before destruction.

Financial Records

Income tax and NI returns, income tax records and correspondence with HMRC

Payroll records (also overtime, bonuses, expenses)

Corporate

Employers’ liability certificate

Insurance policies

Certificate of incorporation

Minutes of Board of Trustees

Memorandum of association

Articles of association

Variations to the governing documents

Statutory registers

Membership records

Rental or hire purchase agreements

Deeds of title

Leases

Accident Books

Health and safety policy documents

Assessment of risks under health and safety

legislation

Six years (public-funded companies)

Not less than six years after the end of the financial year to which they relate

40 years

Permanently

Original to be kept permanently

Original to be held permanently

Original to be stored permanently

Permanently

20 years from the commencement of membership register

Six years after expiry

Permanently

12 years after the lease has expired

Three years from the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches the age of 21).

Retain until superseded

INFORMATION RETENTION