Calm Breathing Therapies

Data Retention & Disposal

Calm Breathing Therapies – Data Retention & Disposal Schedule

This schedule summarises how long we keep different types of data and how we dispose of them once they are no longer needed.

1. Therapy Records
• Session notes, assessment forms, outcome measures and correspondence: retained for eight years after the last session for adults. For young people, retained until the client’s 25th birthday, or 26th if they were 17 at the conclusion of therapy, or eight years after death, whichever is longer.
• Safeguarding records: retained for the same period as therapy records.
• Supervision notes: anonymised and destroyed after three years.

2. Financial Records
• Invoices, receipts and payment details: retained for at least six years from the end of the financial year in which the transaction occurred to comply with HMRC requirements.

3. Communications
• Emails and messages relating to therapy: retained alongside session records.
• General enquiries and marketing communications: retained for up to two years after last contact or until you unsubscribe.

4. Website Data and Cookies
• Essential cookies and server logs: retained for 12 months.
• Analytics data: retained for 26 months unless you withdraw consent sooner.

5. Disposal
• Electronic data: securely deleted from systems and backups using deletion protocols that prevent retrieval.
• Paper records: shredded or otherwise destroyed securely.
• Anonymised data may be retained for research or statistical purposes.