Data Retention Policy

Policy Statement

SEND for Families Ltd is committed to managing records responsibly, securely, and in line with UK GDPR, safeguarding responsibilities, and legal obligations.

We retain personal data only for as long as necessary to support service delivery, safeguarding, legal compliance, and professional accountability.


Purpose of Retention

Records may be retained for:

  • safeguarding responsibilities
  • educational and SEND provision records
  • financial and HMRC compliance
  • contractual obligations
  • complaint investigation and resolution
  • legal and regulatory requirements

Data Retention Schedule

Safeguarding records

Retention: In line with safeguarding guidance and where appropriate until the child reaches 25 years of age.

Session notes and practitioner records

Retention: 6–7 years after provision ends.

Contracts and service agreements

Retention: 6 years after contract termination.

Financial records and invoices

Retention: Minimum 6 years in accordance with HMRC requirements.

Practitioner onboarding records (including DBS evidence, ID checks, references)

Retention: Duration of engagement plus 6 years.

EHCP reports and educational provision records

Retention: Minimum 6 years unless longer retention is required.

Complaints, incidents, and investigations

Retention: 6 years from closure.

Website enquiries and non-client contact forms

Retention: 12–24 months unless ongoing service engagement applies.


Secure Storage

All records will be:

  • stored securely
  • password protected where digital
  • access restricted to authorised individuals only
  • handled in accordance with confidentiality and safeguarding expectations

Sensitive information must not be stored on unsecured personal devices.


Secure Disposal

When records are no longer required, they will be securely destroyed.

This may include:

  • secure deletion of digital files
  • shredding of paper documents
  • removal from archived systems where appropriate

Safeguarding records must never be deleted without appropriate review.


Responsibility

The Director / Designated Safeguarding Lead is responsible for ensuring compliance with this policy and overseeing secure record management.

Name: [Your Name] Role: Director / DSL


Review

This policy will be reviewed annually or sooner if legal, safeguarding, or service requirements change.


Contact Us

If you have any questions about this Privacy Policy or your data, please contact:

SEND for Families
Email: carolinebelchem@gmail.com

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