Record Keeping for Self-Employed Carers

Good record keeping is one of the most important professional habits you can build as a self-employed carer. It protects you if questions are raised, gives families reassurance, supports continuity of care, and keeps you on the right side of both GDPR and HMRC.

This guide covers what to record, who owns it, how long to keep it, and your responsibilities under data protection law.

Why Records Matter

For the person receiving care. Records provide a clear history of what support has been given and help ensure nothing is missed between visits.

For families. They give transparency and reassurance that care is consistent and safe. With PocketCarer, relatives can be given view-only access through the Relatives App so families stay informed without compromising confidentiality.

For you. Notes protect you if questions, complaints or safeguarding concerns are raised later. Without records, it’s your word against someone else’s.

For other professionals. Social workers, nurses and local authority funders regularly ask to see evidence of the care being delivered.

For your business. HMRC requires accurate financial records as part of self-employment. Keeping them properly means your tax return is straightforward and you’re claiming everything you’re entitled to.

What to Record

Care records should include:

• Daily notes — meals, personal care, medication support, observations and anything notable from the visit

• Care plans — goals, routines and preferences, reviewed regularly

• Risk assessments — hazards identified and actions taken

• Medication logs — where you are supporting with medication administration or prompting

• Incident and accident reports

Business records should include:

• Invoices issued and payments received

• Expenses and receipts

• Mileage logs

• Contracts and care and support agreements

PocketCarer keeps all of these in one place, with access controlled by you.

Who Owns the Records?

This is an area that confuses many carers, particularly those who have previously worked for agencies where paper folders were left in clients’ homes.

The information belongs to the client. It’s their personal history and they have the right to access it.

You are responsible for maintaining records accurately and securely while you are providing care.

Families and relatives may have access if the client has consented — not automatically.

Other professionals such as GPs, social workers or nurses may be given relevant information if they are directly involved in the client’s care.

With PocketCarer, you control who has access. Relatives get view-only access through the Relatives App. Professionals can be given a securely shared copy when appropriate.

How Long to Keep Records

PocketCarer lets you archive clients once care ends. Their records remain stored and accessible if ever needed, but no longer appear in your active caseload.

Your GDPR Responsibilities

As a self-employed carer handling client information, you have responsibilities under data protection law (GDPR). This applies whether you keep records on paper or digitally.

Keep records secure. Paper records must be stored where they can’t be accessed by people who shouldn’t see them. Digital records should be held in an encrypted, secure system. PocketCarer is designed with GDPR compliance in mind.

Only share records with people entitled to see them. This means the client, their chosen representatives, and professionals directly involved in their care. Not family members unless the client has consented.

Don’t keep records longer than necessary. Once the retention period above has passed and you have no reason to hold the records, they should be securely deleted or destroyed.

Tell clients how their information is used. A simple privacy notice explaining what you record and why is good practice and aligns with GDPR requirements.

Respond to access requests. If a client asks to see their records, you’re obliged to provide them. Keeping records well-organised makes this straightforward rather than stressful.

Your Record Keeping Checklist

Daily notes completed after each visitCare plans and risk assessments reviewed regularlyMedication support and any incidents loggedInvoices issued promptly and payments tracked Expenses and mileage recordedContracts and agreements stored securely DBS, insurance and training certificates up to dateArchived client records retained for the required period