Reasonable adjustment file redaction is the removal of medical data from the record an employer builds when arranging adjustments. Equality Act 2010 s.60 restricts health questions before a job offer, while s.20 and Schedule 8 set the adjustment duty itself, applied to employers by s.39(5). The answers are health data, so they belong apart from the general personnel folder. anonym.plus marks each item on your device, so the record stays useful while the detail goes.
When this applies
Such a folder holds an occupational health note, a diagnosis, and contact lines. You trim that data before any manager who needs only the agreed adjustments — not the condition behind them — sees it.
How anonym.plus handles it
- Open the document in anonym.plus on your device.
- Local OCR reads scanned occupational health letters.
- The tool flags the diagnosis, names, and contacts.
- Keep the agreed functional limits a manager needs.
- Swap or black out the confirmed items.
- Save the clean copy locally and store it apart.
What you need to provide
- The adjustment record (PDF, DOCX, or scan).
- An operator (Replace keeps the limits readable).
- Optional allow-list for the job-restriction lines.
PII entity types detected
| Category | anonym.plus entity type | Example |
|---|---|---|
| Names | PERSON | Aisha Patel → [EMPLOYEE] |
| Health | MEDICAL_CONDITION | diagnosis → [CONDITION] |
| Clinician | PERSON | OH adviser → [CLINICIAN] |
| Dates | DATE_TIME | assessed 02/2026 → [DATE] |
| Contact | PHONE_NUMBER | +44 161 496 0184 → [PHONE] |
| NI number | UK_NINO | QQ 33 77 12 A → [NINO] |
Compliance achieved
- Backs the pre-offer restriction on health questions in Equality Act 2010 s.60.
- Leaves intact the record that evidences the adjustment duty in Equality Act 2010 s.20 and Sch. 8, applied to employers by s.39(5) — a manager sees the limits, not the condition.
- Handles occupational health material on the UK GDPR Art. 9(2)(h) condition (assessment of the working capacity of the employee), read with DPA 2018 Sch. 1 Pt. 1 para. 2.
- Runs on your device, so the file can stay separate from the personnel folder as the ICO expects.
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Limitations & cautions
Good practice still keeps this record apart from the personnel folder; redaction does not replace that separation. Where a report is sought from the worker's own doctor, the Access to Medical Reports Act 1988 gives them consent and access rights that redaction does not satisfy. The tool flags named items, not every indirect clue in a free-text occupational health narrative.
Frequently asked questions
Why keep an adjustment record separate?
Equality Act 2010 s.60 limits pre-offer questions and the answers are Art. 9 clinical data, so they belong apart from the personnel folder. Redacting before sharing adds a layer for managers who need only the limits.
Can a manager see the diagnosis?
Usually no. The s.20 duty is discharged by acting on the functional limits, not the condition. anonym.plus flags the diagnosis so you can swap it while the limits stay.
What lawful basis covers a medical report at work?
In most cases UK GDPR Art. 9(2)(h) — assessment of working capacity — with the DPA 2018 Sch. 1 Pt. 1 para. 2 condition. That is a reason to hold less of it, not more.