Client Record Retention Policy

Purpose

This Client Record Retention Policy establishes guidelines for retaining, maintaining, and securely disposing of client records in compliance with applicable laws, ethical standards, and best practices for life coaching professionals. The policy ensures that client records are managed efficiently, confidentially, and responsibly throughout their lifecycle.

Scope

This policy applies to all client records in physical or electronic format, including but not limited to intake forms, session notes, contracts, progress reports, communication logs, and other documentation created, received, or maintained during the coaching relationship.

Definitions

• Client Records: All information and documents, whether physical or electronic, created or obtained during the coaching relationship.
• Retention Period: The time period for which client records are required to be maintained.
• Destruction: Secure disposal of client records to protect confidentiality and ensure compliance with ethical obligations.

Policy Statement

1. Retention Periods

   • Client records shall be retained for 7 years from the date of the last coaching session or termination of the coaching agreement unless otherwise required by law or specific agreements.
   • For clients under 18 or clients with ongoing legal or financial considerations, records may be retained for longer periods, such as until their 18th birthday plus the statutory period.

2. Storage and Accessibility

   • Client records must be stored securely to prevent unauthorized access, damage, or loss.
   • Digital records will be password-protected, and backed up regularly.
   • Only the life coach or authorized personnel (e.g., administrative assistants bound by confidentiality agreements) may access client records.

3. Ownership and Client Requests

   • Client records are the property of the life coach, but clients have the right to request access to their records. Reasonable requests for copies of records must be fulfilled within a practical time frame, provided such access does not violate confidentiality agreements or harm third parties.

4. Destruction of Records

   • After the retention period has lapsed, client records will be securely destroyed. Physical documents will be shredded, and electronic records will be permanently deleted using appropriate software or services.
   • A record of destruction, including the date and type of records destroyed, will be maintained for audit purposes.

5. Suspension of Destruction

   • If client records are subject to ongoing legal, ethical, or administrative considerations, destruction will be delayed until all matters are resolved.

6. Confidentiality

   • Client confidentiality must be preserved at all times, including during the retention and destruction of records.
   • All personnel involved in handling records must sign and adhere to confidentiality agreements.

7. Legal and Ethical Compliance

   • As a life coach, we are not legally required to establish a specific retention period. However, we attempt to align with common practices in related service industries.
   • Annual training will be provided to ensure adherence to this policy.

Roles and Responsibilities

• Life Coach/Administrator: Ensures the proper implementation of this policy and oversees compliance.
• Authorized Personnel: Responsible for securely storing, managing, and disposing of client records under the coach’s supervision.

Exceptions

Any exceptions to this policy must be documented in writing and approved by the life coach or designated compliance officer.

Review and Updates

This policy will be reviewed annually or as needed to ensure compliance with evolving legal, ethical, and professional standards.

Last Updated: January 6, 2005