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Record Retention and Disposal Policy

  1. Purpose

The purpose of this Record Retention and Disposal Policy is to ensure that LMC Services Yorkshire CIC (“the Company”), registered at 87–89 Leeds Road, Harrogate, HG2 8BE (Company No. 13084683), retains its official records in line with all applicable legal requirements. It also ensures that records no longer required are securely and appropriately disposed of. 

This policy provides guidance on how long both physical and digital records should be retained during normal business operations. The lawful basis for processing personal data is detailed in the Company’s Privacy Notice. 

This policy applies to records relating to: 

  • Mentees and other service users. 
  • Mentors and contractors. 
  • Course attendees. 
  • GP practices, Local Medical Committees (LMCs) and other organisations. 
  • Directors and employees. 
  • Financial and corporate records. 
  • Records held within approved business systems, including email, cloud storage and other electronic platforms. 
  1. Scope

This policy applies to all Company records, regardless of format, including: 

  • Paper records. 
  • Electronic documents. 
  • Emails. 
  • Databases. 
  • Audio or video recordings where applicable. 
  • Records held within approved business systems, including Microsoft Outlook, Microsoft SharePoint, HubSpot, Improval, Xero and other authorised Company systems. 

All employees, directors, contractors and anyone processing information on behalf of the Company must comply with this policy. 

 

  1. Record Retention

The Company complies with UK GDPR, the Data Protection Act 2018, and all relevant regulations governing data use. Unless otherwise required by legislation, contractual obligations or ongoing legal proceedings, records will be retained in accordance with the following schedule. 

Record Category 

Retention Period 

Mentoring/Coaching records (including contact details and mentoring records) 

6 years after the mentoring relationship ends 

Mentor/Coach engagement records 

6 years after engagement ends 

Mentoring/Coaching payment records 

Current financial year plus six complete financial years 

Course attendee records 

6 years after the last course attended 

Other service user records 

3 years after the last contact from the user 

Contacts within GP practices, LMCs and other organisations 

3 years after the business relationship ends 

Unsuccessful recruitment records 

6 months after recruitment is completed 

Employee personnel records (including appraisals) 

6 years after employment ends 

Payroll and financial records 

Current financial year plus six complete financial years 

Contracts and agreements 

6 years after expiry or termination 

Complaints records 

6 years after closure 

Website enquiries 

12 months after the enquiry unless further contact occurs 

Marketing preferences and consent records 

Whilst consent remains valid and for 3 years after withdrawal 

Corporate governance records (Board minutes, Articles, statutory registers) 

Permanently unless legislation requires otherwise 

Where records are required for legal proceedings, insurance claims, safeguarding matters, investigations or regulatory purposes, they may be retained for longer than the periods stated above. 

 

 

  1. Record Storage Procedures

The Company will ensure that records are: 

  • Stored securely. 
  • Easily retrievable where required. 
  • Protected from unauthorised access, alteration, loss or destruction. 

Confidential records must: 

  • Be clearly identified. 
  • Be accessible only to authorised individuals. 
  • Be stored within approved Company systems. 
  • Be protected using appropriate technical and organisational security measures. 

Electronic records should be stored within approved Company systems rather than on personal devices wherever possible. 

  1. Secure Disposal

When records reach the end of their retention period, they will be securely destroyed or permanently deleted unless there is a lawful reason to retain them. 

Examples include: 

Paper records 

  • Cross-shredding. 
  • Confidential waste disposal. 

Electronic records 

  • Secure deletion from Company systems. 
  • Deletion in accordance with system backup and retention procedures. 

Where appropriate, records may be anonymised rather than deleted. 

  1. Suspension of Disposal (Litigation or Claims)

If the Company becomes aware of: 

  • legal proceedings; 
  • an employment dispute; 
  • a regulatory investigation; 
  • an audit; 
  • a safeguarding concern; or 
  • any other matter requiring preservation of records, 

then all relevant records must not be disposed of until the matter is resolved. 

After closure, Directors will review retention requirements and determine appropriate disposal timelines. 

  1. 7. Confidentiality and Ownership

All records: 

  • Are the property of the Company. 
  • Must be treated as confidential and safeguarded. 

Additional requirements: 

  • Records must not be shared externally without authorisation. 
  • Legal requests (e.g. subpoenas) must be referred to Directors. 
  • All records must be returned upon termination of employment or contracts (subject to exclusions). 
  1. 8. Responsibilities

The Directors are responsible for: 

  • approving and reviewing this policy; 
  • ensuring appropriate record management arrangements are in place; 
  • ensuring legal and regulatory compliance. 

Managers are responsible for: 

  • ensuring records are managed appropriately; 
  • ensuring secure storage and timely disposal. 

Employees, contractors and associates are responsible for: 

  • complying with this policy; 
  • maintaining accurate records; 
  • securely handling Company information; 
  • reporting any concerns regarding records management 
  1. 9. Exclusions

This policy does not apply where: 

  • legislation specifies a different retention period; 
  • contractual obligations require different retention arrangements; 
  • a legal hold has been implemented; or 
  • another Company policy specifies a longer statutory retention period. 

In such circumstances, the contractual terms or legally required retention period will apply 

  1. 10. Monitoring and Review

Compliance with this policy will be monitored by the Directors. 

This policy will be reviewed annually, or sooner where there are changes in legislation, regulatory guidance or Company operations. 

Any breaches of this policy will be investigated and appropriate action taken. 

Last reviewed July 2026