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Registration records

Description

Retention period

Comment

Consolidated registration record comprising application, readmission, renewal forms and all registration related correspondence including history of payments, including name, date of birth and address.

Permanent

Information retained for public protection reasons.

Registration application file not leading to registration

20 years

To keep a record of our reasons for refusing registration in case the individual re-applies.

List of persons successfully completing approved qualifications

10 years

Evidences individuals who have gained an approved qualification.

Recordings of telephone conversations

3 months

Retained for audit purposes.

Registration appeals under Article 37 of the Order[1]

Life of the applicant

To keep a record of decisions made.

[1] Art 37 of the Health and Social Work Profession Order 2001 (the Order) relate to appeals against decisions of the Education and Training Committee.

Fitness to practise records

Retention periods run from the date the case is closed or legal proceedings have ended and also applies to the physical evidence that has not been scanned onto the case management system.

Description

Retention period

Comment

Complaints that do not meet the HCPC Threshold Policy. (Includes closed MIS cases)

20 years

Information is retained in case further complaints are made.

Cases in respect of which an Investigating Committee Panel determines that there is no case to answer.

 

20 years

Information is retained in case further complaints are made.

Cases in respect of which a case to answer decision was reached but which are discontinued by a Panel of the Conduct and Competence Committee or Health Committee before final hearing.

 

20 years

Information is retained in case further complaints are made. A summary will be retained permanently.

Cases which a Panel of the Conduct and Competence Committee or Health Committee determines are not well founded.

Permanent

Information is retained in case further complaints are made.

Cases that result in a sanction imposed by the Conduct and Competence Committee or Health Committee.

 

Permanent

Information is retained in case further complaints are made.

Decisions of a Panel of the Conduct and Competence Committee or Health Committee when reviewing an order under Article 30 of the Order.[1]

 

Permanent

Information is retained in case further complaints are made.

Decisions of a Panel of the Conduct and Competence Committee or Health Committee in respect of applications for restoration under Article 33 of the Order.[2]

 

Permanent

It is necessary to keep a record of the fact the registrant was restored (or restoration refused) to the register after being struck off.

Investigations in respect of offences under Article 39 and 39A of the Order (where no prosecution follows).

 

20 years

Information is retained in case further complaints are made.

Prosecutions in respect of offences under Article 39 and 39A of the Order.[3]

 

Permanent

Information is retained in case further similar complaints are made.

Cases where a registrant has made a declaration in respect of their health/ character

 

20 years

Information retained for public protection reasons.

Notifications about individuals not on the Register, who may apply for registration (including FTP information from overseas regulators).

 

20 years from last correspondence

Information retained for public protection reasons.

[1] Art. 30 of the Health and Social Work Profession Order 2001 (the Order) requires all conditions of practice orders and suspension orders to be reviewed before they expire.

[2] A person who has been struck off may apply for restoration to the Register under Art. 33.

[3] Offences relate to ‘protection of title’ (Art 39) or the controlled act of performing the functions of a hearing aid dispenser (Art. 39A). As noted above, prosecutions in Scotland must be undertaken by the Procurator Fiscal and the HCPC will not possess the file in respect of such a prosecution.
Tudalen wedi'i diweddaru ymlaen: 23/01/2019
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