# Reg 44 appropriate policy document (template)

Source: https://arccare.co.uk/help/data-ai/reg-44-appropriate-policy-document
Last updated: 2026-10-28

> **Awaiting solicitor.** A template, not legal advice. Whether you need an appropriate policy document, and what it must say, is for your own data protection adviser or solicitor to confirm. Replace anything in square brackets.

Reg 44 reports can include information about children's health, ethnicity, religion and safeguarding. That is special category information, and the law expects a written policy for how it is handled.

## 1. Who this covers

\[Provider name\], and any independent visitor or consultancy it appoints to carry out Regulation 44 visits.

## 2. Why we handle it

To meet the duty in the Children's Homes (England) Regulations 2015 to have the home visited and reported on each month. *Condition and schedule to be confirmed by the solicitor.*

## 3. How we meet the principles

| Principle | What we do |
|---|---|
| Lawful, fair, transparent | We publish a notice for adults and one for children |
| Limited to its purpose | Visitors see only what the home grants for that visit |
| Only what is needed | Reports describe patterns, and avoid naming children where they can |
| Accurate | The home comments on every draft before sign-off |
| Kept only as long as needed | \[Retention period, awaiting solicitor\] |
| Secure | Encrypted storage, sign-in by email code, every access logged |
| Accountable | This document, the send log and the access log |

## 4. Retention and deletion

\[Period to be set by the solicitor.\] Private notes are deleted once the report is sent. Uploads are deleted when a grant ends.

## 5. Review

This document is reviewed \[every year\] by \[named person\], and when the way information is handled changes.