_id	Information type	Where saved	Rentention period	Rational	process of deletion
1	Information type 	Where saved 	Rentention period 	Rational 	process of deletion 
2	software database - info about people who have completed an online assessment and who have presented at a face to face health check 	microsoft azure servers 	1 month after their 76th birthday 	To allow for 5-year recall cycle, and to add value to health check through reviewing previous appointment details and to allow people to login and review / update their information 	manual - by digital development team 
3	extracted data from database for quarterly returns to PHE 	BI hub secure folder 	3 months	To allow reasonable time for data analysis, and to respond to clarifications from PHE	manually delete previous download of csv file - BI hub analyist 
4	scanned signature of consent (consent booklet cover sheet) Only if client hasn't been though online checker. 	s:drive secure folder, 	1 month after their 76th birthday 	To acompany the retention of their personal information 	manual - Yorwellbeing adminstrator 
5	emails from YorWellbeing service to an individual confirming their appointment Sent from YorWellbeing email	S drive secure folder	Deleted when they attend an appointment 	no need to keep after their appointment date 	manual - by yorwellbeing officer 
6	spreadsheet of appointment booking information	s:drive secure folder, 	1 month after their 76th birthday 	to support quarterly reporting to PHE and other service evaluation	manual - by yorwellbeing administrator 
7	any contact with client through mobile phone (text, call, voicemail)	on secure mobile phone 	5 working days 	no reason to keep after use, with expection of immediate clarification of details 	manual - by yorwellbeing officer 
8	GP letter produced after the health check 	s:drive secure folder	3 working days or until the letter has been sent	no need to keep after the letter has been emailed to the GP from the YWB GCSX account	manual - by yorwellbeing adminstrator 
9	the email sent from yorwellbeing officer to YWB GCSX email (GP letter attached)	york.gov.uk email	1 working day 	no need to keep after use 	manual - by yorwellbeing officer 
10	the email recieved in YWB GCSX emai from yorwellbeing officer (GP letter attached)	GCSX inbox	3 working days 	no need to keep after use 	manual - by yorwellbeing administrator 
11	a copy of the email sent to the GP after the health check (with GP letter attached)	s:drive secure folder, 	1 month after their 76th birthday 	as proof of sending, in case of GP query and to add value to the health check through reviewing previous records 	manual - by yorwellbeing administrator 
12	HbA1c, Lipid and Control values downloaded from the Point of Care Test (POCT) Machine	Saved on USB drive and then downloaded onto s:drive secure folder, 	1 month or until controls are completed on each POCT machine 	as proof of clients values and the machine and YorWellbeing officer for validation purposes 	manual - by yorwellbeing fficer from USB once downloaded
13	Transfer of data from CYC to York St. John.	DocEx Email / File	5 working days or until file has been downloaded	for data validation between CYC and YSJ for evaluation purposes	manual - by officer sending the email
14	Requests from individuals who want to withdraw their consent  and/or exercise any of the rights of individuals 	""	3 years from date of request	to comply with legislation regarding withdrawing consent where the lawful reason for processing is consent and/or rights of individuals requests 	Audit trail of what has changed and/or been removed.