Records Retention Schedule

Purpose

The purpose of this record retention policy is to outline documents retained by WalkFitter. By listing which information to keep and how long documents must be retained, we are ensuring the accuracy and security of important records. WalkFitter will follow the guidelines set out below.

Scope

This policy covers any documents created by our employees or submitted by our clients. This can include names, addresses, email addresses, phone numbers, date of birth, health information.

Employees who access, contribute or manage any documents related to the records mentioned above must follow these guidelines. This policy covers the following types of electronic and physical records:

• Email conversations
• Physical Activity Readiness Questionnaires (PARQ)
• Documents relating to consultations
• Client website account information

Retention period

• • Client health screening, consultation and relevant service/treatment records: Retained for at least 7 years following the last occasion on which the service or treatment was provided, in accordance with our insurer's record-keeping requirements.
  • Marketing contacts: Retained while the individual remains subscribed or while we otherwise have a lawful reason to retain their details. Where someone unsubscribes, limited information may be retained where necessary to ensure that marketing is not sent to them again.
  • Customer/member account records: Retained while the account is active and afterwards for as long as reasonably necessary for administration, accounting, legal or regulatory purposes.
  • Financial and transaction records: Retained for the period required for accounting, taxation, legal and regulatory purposes.
  • General correspondence and enquiries: Retained only for as long as reasonably necessary for the purpose for which the correspondence was received, unless it forms part of a client record or is required for legal, insurance or regulatory purposes.

Protection Levels

• Electronic records: Stored using appropriate access controls and security measures, including password-protected accounts and systems where appropriate.
  Paper records: Stored securely with access restricted as appropriate.

Approvers

For electronic files, disposal will be the deletion of files from storage, email and trash.  For manual files disposal will be via shredding.

Appendix: Definitions

Record/document: Any company documents that are stored for future reference.

Record retention: The method for securing and overseeing records.

Retention period: The length of time a record is to be kept in the company’s files and storage.