Sick note and fit note redaction is the removal of special category identifiers from a statement of fitness for work. The Med 3 form is prescribed by the Social Security (Medical Evidence) Regs 1976, and evidence for statutory sick pay is governed by the Statutory Sick Pay (Medical Evidence) Regs 1985; SSP itself runs for up to 28 weeks under SSCBA 1992 Part XI. The employer needs the work status, not the diagnosis. anonym.plus marks each identifier on your device.
When this applies
A GP's slip states a name, an NHS number, a condition, and a may-be-fit-for-work date. You strip the Art. 9 identifiers before a copy joins the absence file that managers can read.
How anonym.plus handles it
- Open the slip in anonym.plus on your device.
- Local OCR reads a scanned, signed GP page.
- The tool flags names, dates, and the condition.
- Keep the work-status line a manager needs.
- Swap or black out the confirmed items.
- Save the de-identified copy locally.
What you need to provide
- The certificate (PDF, DOCX, or scan).
- An operator (Replace keeps the status readable).
- Optional alias map across linked papers.
PII entity types detected
| Category | anonym.plus entity type | Example |
|---|---|---|
| Names | PERSON | patient L. Murray → [EMPLOYEE] |
| Health | MEDICAL_CONDITION | condition → [CONDITION] |
| NHS Number | UK_NHS | 485 777 3456 → [NHS_NO] |
| Dates | DATE_TIME | fit for work 06/2026 → [DATE] |
| Clinician | PERSON | GP practice → [CLINICIAN] |
| NI number | UK_NINO | QQ 33 12 88 A → [NINO] |
Compliance achieved
- Keeps the prescribed content of the statement of fitness for work under the Social Security (Medical Evidence) Regs 1976 — since 1 July 2022 nurses, occupational therapists, pharmacists, and physiotherapists may also sign a Med 3.
- Preserves the evidence trail for statutory sick pay under the Statutory Sick Pay (Medical Evidence) Regs 1985; SSP is payable for up to 28 weeks under SSCBA 1992 Part XI (employer liability at s.151).
- Treats the diagnosis as special category data under UK GDPR Art. 9, on the employment and social security condition in Art. 9(2)(b).
- Leaves the adjustment advice a manager needs for a return to work under Equality Act 2010 s.20, while the condition behind it goes.
Anonymise sick notes and fit notes offline — see plans & start free →
Limitations & cautions
The tool flags named items, yet a rare condition plus a role can still hint at a worker. Read the document before filing, and keep absence medical data apart from the general personnel file. Redaction does not decide your retention period: the specific SSP record-keeping duty was revoked in 2014, so what you keep must be justified under UK GDPR Art. 5(1)(e).
Frequently asked questions
Does a manager need the condition on a fit note?
Usually no. They need the work status and any advice on adjustments, which is what feeds the Equality Act 2010 s.20 duty. The diagnosis can be stripped, and the tool flags it so you decide.
When is a fit note required for sick pay?
The first seven days of absence are self-certified; medical evidence for SSP after that is governed by the Statutory Sick Pay (Medical Evidence) Regs 1985. You can redact the clinical detail and still keep the status and dates that matter.
How long must SSP records be kept?
The dedicated SSP record-keeping duty was revoked in 2014, so there is no fixed statutory period today. Keep what you can justify under UK GDPR Art. 5(1)(e) — redacted copies let you keep less.