Running the room
What records must a recovery room keep, and for how long?
By ThermaCare team · Published 2026-09-16 · Reviewed 2026-09-16 · UK guidance
Keep water test results (values, time, tester, actions and retests), daily opening and closing checks with who did them, the maintenance and service history of every asset, filter and consumable changes, incident and near-miss records, certificates (EICR, PAT, fire, legionella and immersion risk assessments, insurance) with their dates, training records, and health screening. HSG282 and L8 expect water and control records kept for at least five years; keep incident records and anything supporting an insurance claim for at least the same; keep screening data only as long as you need it under UK GDPR. The test is whether you can produce the last 90 days the same day.
The records and why
Water tests prove the water was safe. Daily checks prove the room was safe. Maintenance history proves the equipment was cared for and keeps warranties alive. Certificates prove the premises were inspected. Incident records prove you responded. Screening records prove you excluded who you should have. Together they are your defence; separately each one closes off a line of argument.
How long
Legionella and spa-pool guidance expects monitoring and control records for at least five years. Match that for daily checks and maintenance. Incident records for as long as a claim could arise, which for personal injury means six years and longer for minors. Screening data under UK GDPR for as long as it is needed and no longer.
Where
Somewhere that survives a lost phone, a leaver and a deleted chat group, with a time and a name on each entry and an export you can hand over the same day. Paper in a folder and messages in WhatsApp fail all three tests.
Questions operators ask next
How long do I keep ice bath water test records?
At least five years, in line with the HSE's expectations for spa-pool and legionella monitoring records.
Can I keep records in a WhatsApp group?
You can, but it is poor evidence: no reliable timestamps per task, easily deleted, tied to individual phones and hard to export. Insurers and inspectors expect something better.
See where your room stands
ThermaCare tracks every requirement on this page against your own records, with the daily checklist, water tests, certificate reminders and asset history to prove it. Start with the free five-minute risk score, or create your account.
This guide summarises UK legislation and HSE guidance as understood on 2026-09-16. It is a working guide, not legal advice; decisions about your premises rest with you and your professional advisers.