The Shires Educational Psychology Records & Retention Policy

1. Purpose of this Policy

This policy sets out how The Shires Educational Psychology Ltd. manages the retention, secure storage, and disposal of records. It ensures compliance with the UK GDPR, the Data Protection Act 2018, and the professional standards of the Health and Care Professions Council (HCPC).

2. Scope

This policy applies to all records created or received by The Shires Educational Psychology Ltd. in the course of providing services, including:

  • Personal data about children, young people, parents/carers, and school staff.

  • Educational psychology reports, notes, and correspondence.

  • Consent forms and referral/request forms.

  • Administrative records related to commissioned work.

3. Principles

  • Records will only be kept for as long as necessary.

  • Information will be stored securely at all times.

  • Records will be disposed of in a way that protects confidentiality.

4. Retention Periods

  • Child/Young Person Records: Retained until the young person’s 25th birthday (or 26th if referred after age 17), unless statutory requirements differ.

  • Parental/School Correspondence: Retained as part of the child’s record until the above date.

  • Financial Records (invoices, payments): Retained for 6 years in line with HMRC requirements.

  • Complaints Records: Retained for 6 years after resolution.

  • Supervision Notes (if applicable): Retained for 7 years in line with professional guidance.

5. Secure Storage

  • Digital Records: Stored on encrypted, password-protected devices or secure cloud systems.

  • Paper Records: Stored in locked cabinets while active. Scanned copies uploaded securely. Paper copies destroyed once digitised.

6. Disposal of Records

  • Paper Records: Shredded or destroyed using a confidential waste service.

  • Digital Records: Permanently deleted from devices and backup systems.

  • A log of disposals will be maintained, including date and method of destruction.

7. Responsibilities

  • Dr Jordan Self (Educational Psychologist and Director of The Shires Educational Psychology Ltd.) is responsible for ensuring compliance with this policy.

8. Review

This policy will be reviewed annually or earlier if legislation or best practice guidance changes.

 

Date of policy: September 2025
Date for review: September 2026