Retention Policy

Retention Policy

Retention Summary – Patient Data

The GDPR requires that personal data should not be held for longer than is necessary for the purpose for which it is being processed. However, it is a fundamental requirement that all of Dr. Doffman’s records are retained for a minimum period of time for legal, operational, research and / or safety reasons. The length of time for retaining records will depend on the type of record. Below you will find a summary of the various types of data we hold about you and how long each will be kept. 


Medical Records

As you will see below Dr. Doffman’s retention policy for most medical records is 30 years in line with the Montefiore Hospital from where she practices.  This period has been determined with patient safety in mind. There is also the necessity in healthcare to occasionally need to undertake patient recalls where it is generally necessary to have access to the original patient medical record to determine, for instance, what was discussed with the patient, any products implanted or used to treat the patient or identify members of staff involved in the patient’s care. Some non-medical records will also need to be held for this time period as they support the medical records by providing context and further operational information. These are discussed in the next section. 


Medical Records

Type of record Start of Retention Period Minimum Retention Period Comments
All medical records Conclusion of treatment Retain for 30 years N/A
Debtor records cleared Close of financial year in which debt is cleared 6 years N/A
Debtor records not cleared N/A Retain until cleared N/A
Invoices to patients regarding their treatment Close of financial year to which the invoice relates 6 years N/A
Booking tool for managing patient bookings Creation 6 years N/A
Patient enquiries – Email Receipt 6 years N/A
Patient surveys Receipt 6 years Applies to surveys where patients have consented for their data to be linked back to their patient record.
Complaints case file Closure of incident 30 years Retention period of 30 years is in line with the medical record retention period outlined above.
Litigation records Case closure 30 years Retention period of 30 years in line with the medical record retention period outlined above.