1. Purpose
Central Health Solutions Limited (“CHS”) is committed to ensuring that personal information is retained only for as long as necessary to fulfil legal, regulatory, contractual and operational requirements.
This policy outlines how long different categories of information are retained and the principles followed when securely disposing of records that are no longer required.
This policy complies with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- NHS Records Management Code of Practice
- HM Revenue & Customs (HMRC) requirements
- Other applicable legislation and regulatory guidance
2. Scope
This policy applies to all information held by Central Health Solutions, including:
- Patient records
- Healthcare service records
- Referral information
- Employee records
- Commissioner and partner records
- Financial records
- Supplier information
- Website enquiries
- Electronic and paper records
3. Our Retention Principles
We will only retain information where it is:
- Required to deliver healthcare services
- Required by law
- Necessary for contractual obligations
- Required for safeguarding or clinical governance
- Necessary to defend legal claims
- Required for audit or regulatory purposes
Once information is no longer required, it will be securely destroyed or permanently anonymised.
4. Standard Retention Periods
|
Record Type |
Typical Retention Period |
|
Patient healthcare records |
In accordance with the NHS Records Management Code of Practice |
|
Referral records |
In accordance with NHS guidance and commissioning requirements |
|
Website enquiries |
Up to 24 months where no further relationship exists |
|
Commissioner contracts |
Contract duration plus 6 years |
|
Supplier records |
6 years after contract completion |
|
Financial records |
Minimum 6 years |
|
VAT records |
Minimum 6 years |
|
Employee personnel files |
6 years after employment ends (unless legislation requires longer) |
|
Accident records |
Minimum 3 years (longer where legally required) |
|
Health & Safety records |
In accordance with relevant legislation |
Where NHS commissioning contracts specify different retention periods, those requirements will take precedence.
5. Healthcare Records
As a provider of healthcare services and commissioned public health programmes, Central Health Solutions processes Special Category personal data relating to health.
Healthcare records are retained in accordance with the NHS Records Management Code of Practice and any contractual requirements agreed with NHS organisations, Integrated Care Boards and Local Authorities.
6. Secure Storage
Information is stored using appropriate organisational and technical safeguards, including:
- Secure cloud-based systems
- Access controls based on job role
- Password-protected systems
- Encrypted devices and communications where appropriate
- Secure physical storage for paper records
- Regular backups
- Information Governance controls
7. Secure Disposal
When records reach the end of their retention period, they will be securely disposed of.
This may include:
- Confidential shredding of paper records
- Secure deletion of electronic records
- Permanent anonymisation where appropriate
- Certified destruction by approved contractors
8. Data Subject Rights
Individuals have rights under UK GDPR, including the right to:
- Request access to their personal information
- Request correction of inaccurate information
- Request erasure where applicable
- Restrict processing
- Object to processing
- Request data portability
Some healthcare records cannot be deleted where legal or clinical obligations require their retention.
9. Responsibilities
All employees, contractors and partners are responsible for:
- Following this policy
- Protecting confidential information
- Reporting any data breaches immediately
- Ensuring records are only retained where necessary
- Disposing of records securely
Managers are responsible for ensuring compliance within their teams.
10. Policy Review
This policy will be reviewed annually or sooner where required due to legislative, contractual or operational changes.
11. Contact
For questions relating to this policy or data retention practices, please contact:
Central Health Solutions Limited
Unit 2, Four Ashes Enterprise Centre, Latherford Close, Four Ashes, Wolverhampton, WV10 7BY
Data Protection Officer: Thomas Dalton
Email: privacy@centralhealth.co.uk
hiring advice FAQ’s
Commissioners choose us because we combine community pharmacy expertise, experienced clinical leadership, flexible service delivery and measurable outcomes. Our collaborative approach enables us to integrate seamlessly with existing healthcare systems while delivering high-quality services that make a lasting difference.
Yes. Through our mobile health and wellbeing vehicle and community-based delivery model, we bring healthcare directly into neighbourhoods, workplaces and locations where access to traditional healthcare services may be limited, helping reduce health inequalities and improve engagement.
Our services include vaccination programmes, health checks, medicines optimisation, public health campaigns, workplace wellbeing, mobile community healthcare, education, training and community engagement initiatives. We also develop bespoke programmes designed around local healthcare priorities.
All of our services are designed and delivered by experienced healthcare professionals using evidence-based approaches. We work closely with NHS organisations, Integrated Care Boards, Local Authorities and community pharmacy partners to ensure every programme aligns with local priorities, governance requirements and national healthcare objectives.
Yes. Every community is different, which is why we design services around local demographics, health inequalities, existing pathways and commissioning objectives. Whether supporting prevention programmes, vaccination campaigns or targeted health initiatives, we tailor delivery to achieve the greatest local impact.
Every programme is supported by clear performance indicators and outcome reporting. We provide commissioners with meaningful data, activity reports and measurable outcomes to demonstrate impact, support evaluation and inform future commissioning decisions.
