Terms and Conditions of Use

About These Terms

These Terms and Conditions govern the use of the HPAC website and services. Your attention is particularly drawn to the liability and limitation provisions which appear later in these Terms.

Who We Are

The terms "HPAC", "Health Practice Associates Council", "us", "we", and "our" refer to Health Practice Associates Council, a Community Interest Company (CIC) registered in England and Wales, company number 10830551.

Key Definitions

"Applicant" means an individual who has submitted an application for registration with HPAC but whose application has not yet been accepted or completed. Applicants are subject to the application, verification, and approval processes set out in these Terms. Once an application is accepted, the individual becomes a registrant.

"Registrant" means an individual whose application has been accepted and who holds or has previously held registration with HPAC in one of the practice grades published on the HPAC register. This includes individuals with active, expired, suspended, archived, sanctioned, or other registration statuses.

"Organisation" means any employer, business, sole trader, partnership, company, charity, NHS Trust, ambulance service, or any other person or entity acting in a business or representative capacity that has registered for portal access to use HPAC's organisational features and services.

"User" means any person accessing or using the HPAC website or its services, whether as a registrant, applicant, organisation representative, volunteer, member of staff, donor, advertiser or visitor.

"UbiquiCore Limited" refers to the software and web platform provider to the Health Practice Associates Council.

"Organisation with portal access" means an organisation that has purchased portal access and has been connected to a registrant profile within the HPAC system. This term is used throughout these Terms in place of the earlier functional reference "Associated Organisation".

"Portal access" means the paid subscription service through which an organisation accesses HPAC's compliance, safeguarding, and administrative tools via the HPAC platform. Portal access is a commercial service arrangement only and does not indicate membership of HPAC, or any form of endorsement, accreditation, partnership, approval, or institutional affiliation with HPAC.

Application of These Terms

Different sections of these Terms apply to applicants, registrants, organisations, and other users as specified throughout this document.

1. Our site is made available free of charge to the public visitor. We reserve the right to introduce charges for certain features or services.
2. Access to our website is not intended for those under the age of 16. If you are under the age of 16, please do not use, register, or provide any personal information to our website.
3. Access to the HPAC website is temporary. We do not guarantee that our site, or any content on it, will always be available or uninterrupted. We reserve the right to suspend, discontinue, withdraw, or amend the service we provide on our site without notice. From time to time, we may restrict access to some parts of our site, or our entire site, to users. If necessary, we may close the site indefinitely. We will not be liable to you if, for any reason, our site is unavailable at any time or for any period.
4. You are responsible for making all arrangements necessary for you to have access to our site. You are also responsible for ensuring that all persons who access our site through your internet connection are aware of these terms and that they comply with them.
5. If you wish to submit content to our website, you must also register with our site and comply with the content standards set out in our Acceptable Use Policy.
6. Our site is provided as a non-statutory register to help track and manage clinical, operational, professional, and safety standards.
7. We expressly disclaim all liability and responsibility for any direct, indirect, or consequential loss or damage incurred by any user or visitor to our website through reliance placed on information or materials posted on our website or by any user or visitor to our website or by anyone who may be informed of any of their contents. In particular, but without limitation, we will not be liable for the loss of profits, sales, business or revenue; business interruption; loss of anticipated savings; loss of business opportunity, goodwill or reputation.
8. We fully reserve the right in our sole and complete discretion to control, edit or remove any comments, postings, or other content generated by you or any third party where we consider necessary or appropriate. However, we are not obliged to oversee, monitor, or moderate any interactive service we provide or content hosted on the website and expressly exclude our liability for any loss or damage arising from the use of or reliance upon any interactive service or content by a user or any other person, whether the service is moderated or not.
9. We reserve the right in our sole and complete discretion to modify, suspend, or remove your account and to disable any user identification code or password without notice, at any time, and without liability to you. If we terminate your access to your account or you ask us to deactivate your account, your profile and all other data will no longer be accessible through your account, but those materials and data may still persist and appear elsewhere on the website.
10. HPAC may vary its fees. Subscription price changes are governed by section 3C.
11. Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any services or information available through this website meet your specific requirements.

1. To be eligible for an individual account on our website, you must be at least 16 years of age and have the right to work within the United Kingdom. Applications from individuals without the right to work in the UK are not eligible for a refund.
2. Ineligibility Criteria
   Individuals are not eligible to apply if any of the following apply:
   1. They have been struck off, suspended, or placed under a restricted practice order by the HCPC, NMC, GMC, any other statutory regulator or any other professional register.
   2. They are, or have ever been, on any statutory barred or prohibited list, or barred under the Safeguarding Vulnerable Groups Act 2006 or the Protection of Vulnerable Groups (Scotland) Act 2007. Examples include, but are not limited to:
      – DBS Children's Barred List
      – DBS Adults' Barred List
      – Sex Offenders Register
      – College of Policing Barred List
      – Teaching Regulation Agency (TRA) Prohibition List
      – Security Industry Authority (SIA) Revocation and Refusal List
      – Individuals removed from registered positions by the Care Quality Commission (CQC)
      – Pre-Hospital Emergency Care Council (PHECC)
   3. Removal from a non-statutory register or (addition to a non statutory) barred lists may also be considered as grounds for ineligibility.
   4. They are subject to a current court-imposed restraining order.
   These provisions are not limited to the United Kingdom and apply equally to any equivalent barred list, sex offenders register, or current suspension, or regulatory action imposed by an overseas authority. Failure to declare any such matter may result in further action. This applies to all applications not yet accepted, both current and new. Where circumstances change, an individual may consider reapplying, subject to any period of ineligibility specified in these Terms.
3. Discretionary Deregistration: HPAC may, at its sole discretion and without prior notice, terminate the registration of any individual where the relationship is no longer considered viable, aligned with HPAC's values, or in the best interests of HPAC as a regulatory body and business entity as a Community Interest Company. This includes—but is not limited to—cases where engagement/relationship has broken down, confidence has been lost, or it is judged that continued registration would be detrimental to HPAC's operational, reputational, or financial interests.
4. Applicant (and registrant) Conduct and Integrity
   Applicants are subject to the HPAC Code of Conduct from the moment an application is submitted, and are subject to the same standards, disciplinary procedures, and sanctions as registrants. Where concerns arise regarding an applicant's conduct, character, or the accuracy of information provided to HPAC (or declared elsewhere on social media, within a CV or similar), HPAC may treat the applicant as a registrant for the purposes of investigation, fitness to practise procedures, and sanctions.
   
   Such concerns include but are not limited to:
   (a) concerns raised by third parties regarding the applicant's conduct or fitness to practise;
   (b) discrepancies, dishonesty, or misleading statements identified during application review or verification;
   (c) fraudulent or false documentation, or false declarations submitted as part of the application; or
   (d) failure to meet the standards of honesty, integrity, and professional behaviour expected of those working in urgent and emergency clinical care.
   
   Where such concerns are substantiated, HPAC may refuse the application, record and publish the applicant's name and outcome on the public register (including statuses such as "Application Rejected" or "Struck Off"), and apply sanctions that may affect eligibility for future registration.
   
   An applicant's decision to withdraw does not negate or override any concern identified at any stage of the process. Where a concern has been identified, HPAC reserves the right to determine the application outcome irrespective of any withdrawal attempt, and may retrospectively record the outcome as rejected. No refund will be issued where false, misleading, or incomplete information has been provided.
5. You can register for an account on our website by completing and submitting the account registration form.
6. You must not allow anyone else to use your account to access the website.
7. You must notify us in writing immediately of any unauthorised use of your account, any disclosure of your password, or a change of name by deed poll.
8. You must not use any other person's account to access the website unless you have that person's express permission to do so.
9. If you register for an account on our website, you will be asked to enter a user email address and password. YOU MUST ONLY USE YOUR LEGAL NAME AND SURNAME ON YOUR HPAC REGISTRANT PROFILE.
10. Your user ID must not be liable to mislead and must comply with the content standards contained in our Acceptable Use Policy. You must not use your account or user ID for or in connection with the impersonation of any person.
11. You must keep your password confidential.
12. You are responsible for any activity on our website arising out of any failure to keep your password confidential and may be held liable for any losses arising out of such a failure.
13. When you register with us, you must not choose a custom avatar or profile picture that is inappropriate, offensive, or otherwise in breach of the content standards in our Acceptable Use Policy. We have the right to remove any avatar or profile picture which, in our sole opinion, does not comply with such content standards.
14. Failure to provide requested evidence during the application process—including, but not limited to, your Primary Clinical Certificate, a full copy of your original DBS certificate, or valid identification documents—may result in your application being rejected. In such cases, your name may be listed on the HPAC public register with the status: "Application Rejected: Failed to supply required evidence". This may also apply to incomplete applications that are withdrawn after the 14-day cooling-off period, reviewed on a case-by-case basis.
15. The submission of false, misleading or fraudulent documents or statements is dealt with under section 26.
16. If an application is rejected, the status "Application Rejected" will appear on the public register. This status will remain unless a subsequent application is accepted and the register is updated. By submitting an application, individuals agree to this condition.
17. Deregistration, while under investigation, or failure to engage with an investigation will prohibit an individual from re-applying for registration with the HPAC for five years from the date of removal from the register.

3A. Registrant Subscription Terms

1. Nature of Registration and Automatic Renewal
   Registration with HPAC is a subscription-based service. Annual and two-yearly subscriptions renew automatically on the same day of subscription for a further non-refundable period of 12 or 24 months, depending on the plan selected, unless cancelled in accordance with these Terms. Current fees are detailed at www.hpac-uk.org/registration-fees.
2. Initial Payment and Cooling-Off Period
   Payment is taken immediately upon application. Annual and two-yearly subscriptions include a 14-day cooling-off period during which a registrant may request a refund. No refund can be requested after 14 days.
3. Cooling-Off Refund Deductions
   Any refund granted during the 14-day cooling-off period will be reduced by:
   (a) a £35 administrative processing fee where HPAC has begun any work on an application; and
   (b) where an Employer-Reusable (ERU) DBS check has been requested, the additional DBS fees, including the £15 processing fee, are non-refundable; and
   (c) the full cost of any chargeable services used within that period (for example, ID check, certificate validation fees levied by awarding organisations, or other verification activity).
4. Qualifications for the Grade Applied For
   Before submitting any certificate as evidence, a registrant must check which qualifications are accepted for the grade applied for. This information is available on the HPAC website, including at www.hpac-uk.org/grades. Where the qualifications or training evidence submitted do not meet HPAC's published requirements, an alternative grade may be offered or the application refused; no refund will be given in either case.
5. Applicant Responsibility
   An applicant is responsible for providing the necessary evidence and information and for following the application process.
6. Application Expiry
   If an applicant does not complete an application within 12 months of submission, the application may be archived and no refund will be given.
7. Monthly Plans (Offer Discontinued)
   Monthly subscription plans are no longer offered to new registrants. For existing monthly plans, payments recur on the same calendar day each month until cancelled. Monthly payments are non-refundable and do not have a cooling-off period once payment has been taken.
8. DBS Checks under Monthly Plans
   (a) If fewer than six monthly payments have been made, an additional £35 DBS check fee applies if a registrant requests a new DBS check via HPAC.
   (b) If six or more monthly payments have been made, there is no additional fee for the first DBS check run by HPAC.
9. DBS Revalidation and Charges
   If a registrant allows their DBS Update Service subscription to lapse, their DBS certificate will be treated as expired. Where HPAC ran the previous DBS check, the registrant may request a new DBS check through HPAC for a fee of £15. Where HPAC has not run a previous DBS check, the registrant may request HPAC run a DBS check at no additional fee (only one free check per applicant) or must upload a new compliant DBS certificate instead. An additional fee applies where a DBS certificate suitable for paid employment is requested - that cost can be found here.
10. Annual Plan with Quarterly Instalments
    (a) The Annual Plan with Quarterly Instalments consists of four equal payments spaced three months apart, covering a 12-month registration period. Current fees are detailed at www.hpac-uk.org/registration-fees.
    (b) The first payment is taken immediately upon application. The 14-day cooling-off period applies only to the first payment. Subsequent payments are non-refundable.
    (c) Any refund granted during the 14-day cooling-off period will be reduced in accordance with clause 3A.3.
    (d) If any instalment payment fails, the registrant will be notified and given 7 days to update their payment method. If payment is not received within this period, the account may be suspended.
    (e) Upon completion of the fourth payment, the annual subscription agreement will automatically renew in three months time for a further 12-month period under the same instalment terms unless cancelled in accordance with these Terms.
    (f) Price adjustments apply in accordance with clause 3C.3. Renewal instalments will reflect any price changes, and notice will be provided at least 15 days before the first renewed instalment is charged.
    (g) A single invoice covering the full annual term will be issued at least 15 days before the first payment of each renewal period, showing a breakdown of all four instalment payments for the upcoming year.
11. Notice for Monthly Price Changes
    For monthly subscriptions, price changes will be applied with at least 7 days' notice.
12. Automatic Reactivation Following Updates
    If a registrant's account has expired and they submit updates to their profile, reactivation of a 12-month subscription period under these Terms is required; payment will be requested before the updates are applied. The reactivation fee in clause 3A.13 applies where the account expired through non-payment.
13. Delinquent Accounts and Reactivation Fee
    Accounts more than 30 days overdue, without receipt of a deregistration form, may be marked as a "Delinquent Account". A £25 administrative fee may be charged to reactivate accounts that have expired through non-payment without formal deregistration.

3B. Organisation Portal Access and the Purchasing of Licences to Sponsor Applicants & Registrants (see also section 27)

1. Organisation Portal Access and Automatic Renewal
   Organisations must maintain an active portal access subscription to use HPAC organisational features. Portal access fees are charged according to the turnover-based banding published on the HPAC website. Portal access is an annual commitment and renews automatically every 12 months unless cancelled in accordance with these Terms. Where fees are paid monthly, the monthly payments form part of the annual commitment and are due regardless of usage levels during the year.
2. Portal Access Cooling-Off Period and Cancellation
   Annual portal access includes a 14-day cooling-off period from initial registration and from each annual renewal. Cancellation after that period takes effect immediately; no refund is due for the remainder of the period, and no further instalments fall due.
3. Portal Access Refund Deductions
   Refunds for annual portal access within the 14-day cooling-off period will be reduced by:
   (a) a £30 administrative processing fee; and
   (b) any additional costs reasonably incurred by HPAC.
4. Organisation Licence Slot Renewal
   Organisation licence bundles renew automatically every 12 months unless cancelled in accordance with these Terms.
5. Licence Slot Cooling-Off Period and Refund Deductions
   Organisation licence bundles include a 14-day cooling-off period. Any refund during this period applies to the entire bundle purchased and will be reduced by:
   (a) a £35 administrative processing fee where HPAC has begun any work on each sponsored application; and
   (b) where an Employer-Reusable (ERU) DBS check has been requested, the additional DBS fees, including the £15 processing fee, are non-refundable; and
   (c) the full cost of any chargeable services used under the licence bundle during that period.
6. Limits on DBS Checks, ID Checks and ID Cards Under Licences
   The number of DBS checks, ID checks and HPAC ID cards that may be issued under a licence sponsorship arrangement is limited to the number of licence slots purchased annually. Additional DBS checks (£35), ID checks (£5), or ID cards (£30) will incur additional fees. No verification work will be carried out until all applicable fees have been paid.
7. Reallocation of Licence Slots
   Organisations may retrieve an allocated licence slot and reassign it to another registrant or applicant up to two times within a twelve-month period.
8. Fair Use of Licensing Programme
   A fair use policy applies to the licensing programme. If HPAC considers that an organisation is misusing the programme, HPAC may revoke the organisation's right to purchase licences and/or remove the organisation as a portal user.
9. Access to the HPAC Portal
   Access to the HPAC portal will only be granted once payment has been successfully received.
10. Withdrawal of Organisation Access
    HPAC may suspend or withdraw an organisation's portal access at any time without notice, including where it considers continued access detrimental to HPAC's operational, reputational or financial interests. No refund is due for the unexpired period.
11. Registrant Licences on Cancellation
    Any licences purchased by the organisation will expire immediately on cancellation. Any sponsored registrants must provide their own method of payment and must purchase and pay for their own subscription immediately should they wish to reinstate themselves on the register. Licence value cannot be transferred to any registrant. No refund will be issued for any licence purchased more than 14 days before the cancellation date, regardless of the portion of the remaining service period.
12. Nature of Organisation Portal Access and Non-Endorsement
    
    (a) Status of portal access
    Organisation portal access is a paid subscription service providing access to HPAC's compliance, safeguarding, and administrative tools. As stated in section 1.6 of these Terms, HPAC operates as a non-statutory register.
    
    (b) Contribution to standards and patient safety
    HPAC recognises that organisations requiring HPAC registration and who make use of the portal contribute to improving standards within the sector and patient safety. However, portal access remains a tool-based subscription and must not be interpreted as an endorsement of the organisation itself.
    
    (c) What portal access does not confer
    The purchase of portal access, licence bundles, or any associated services:
    1. does not constitute membership of HPAC;
    2. does not confer corporate member, associate member, or any other membership status;
    3. does not create an associate, partner, affiliate, or accredited relationship with HPAC;
    4. does not represent endorsement, validation, approval, or recommendation of the organisation by HPAC;
    5. does not indicate that HPAC has assessed, inspected, approved, or quality-assured the organisation's services, standards, or operations.
    
    (d) Regulatory responsibility and due diligence
    For the avoidance of doubt, the assessment, inspection, regulation, and quality assurance of healthcare and care services is the responsibility of the organisation's statutory regulator(s) and relevant oversight or commissioning bodies (for example, the Care Quality Commission (CQC) where applicable), and the due diligence of commissioners, contracting organisations, service users, and clients. Organisations remain solely responsible for ensuring they are lawfully constituted, appropriately regulated, and fit to provide any services they offer.
    
    (e) Minimum eligibility requirements for organisation portal access
    As a minimum requirement for organisation portal access, the organisation must:
    1. be registered with Companies House where the organisation type requires it (or otherwise be able to evidence lawful trading status);
    2. be registered with the Information Commissioner's Office (ICO) where required under UK data protection law;
    3. provide proof of identity for the owner(s), controller(s), or authorised representative(s) of the organisation; and
    4. have a dedicated Data Protection Officer who has relevant training in information governance and the General Data Protection Regulation (GDPR).
    
    (f) Permitted logo use (and limits)
    HPAC permits organisations that maintain a paid subscription for organisation portal access to use the HPAC logo in accordance with Section 23 of these Terms. The permitted purpose of logo use is to indicate the organisation's support for HPAC registration and its commitment to promoting good safeguarding and compliance practice within the sector. However, any use of the HPAC logo must not be presented in any way that implies endorsement, accreditation, approval, partnership, or membership by HPAC.
    
    (g) Restrictions on public descriptions
    Organisations are customers of a digital compliance and safeguarding support platform only. Organisations must not describe themselves or their relationship with HPAC, whether directly or indirectly, in any way that implies institutional affiliation, endorsement, accreditation, or approval beyond the purchase of paid portal access and in support of the registration of staff on the HPAC register. This includes but is not limited to describing the organisation as:
    1. "HPAC corporate members" or "HPAC member organisations";
    2. "HPAC associate members" or "HPAC associated organisations";
    3. "HPAC accredited" or "HPAC approved";
    4. "HPAC partners" or "HPAC affiliated";
    5. "endorsed by HPAC" or "recommended by HPAC"; or
    6. any similar wording or implication.
    
    (h) Enforcement
    Organisations must not state, imply, or otherwise represent to the public that access to the portal amounts to regulatory approval, inspection, accreditation, endorsement, certification, or any equivalent status conferred by HPAC. Any inaccurate, misleading, or deceptive statement about an organisation's status or relationship with HPAC may constitute a material breach of these Terms and may result in suspension or termination of portal access in accordance with these Terms. In such circumstances, no refund shall be due in respect of portal access, staff licences, or any other services already purchased. HPAC may take such further action as it reasonably considers appropriate, including requiring the removal or correction of misleading statements, reporting the matter where HPAC reasonably believes a legal offence may have been committed, and taking such legal or civil steps as are reasonably necessary to protect the public, HPAC's name, or the integrity of its services.

3C. Terms Common to Registrant and Organisation Subscriptions

1. Valid Payment Method
   You must provide and maintain a valid payment method. You are responsible for ensuring that your registered payment method is authorised for use and remains valid for subscription fees and any charges permitted under these Terms. Failure to maintain a valid payment method or to pay any sum when due may result in the account becoming delinquent and in suspension or termination of registration or portal access; outstanding sums remain payable.
2. Storage and Use of Payment Details
   HPAC uses third-party payment processors. Payment card or account details are stored securely and are not visible in full to HPAC. The stored payment method may be used for subscription renewals and any valid charges described in these Terms. You may update or delete your payment method at any time from the payment section of your account. Removing a card without replacing it may cause the account to expire or become delinquent in line with these Terms.
3. Price Adjustments
   Subscription prices will automatically adjust each year by the UK Consumer Prices Index (CPI) published rate plus 2.5%. Prices may also vary for other reasons.
4. Notice of Upcoming Charges
   Our system issues an email notification of upcoming renewal charges at least 15 days in advance, clearly stating the renewal amount. Please review the total carefully, as this will differ from the previous year. Prices adjust annually in accordance with clause 3C.3.
5. Payment Disputes and Chargeback Misuse
   1. Where you raise a payment dispute or chargeback in respect of a fee charged in accordance with these Terms, a dispute-handling fee of £35 applies to cover the administrative cost of responding.
   2. You are liable for any dispute or chargeback fees charged by the payment processor. These amounts must be paid using your registered payment method. HPAC may seek recovery of these sums, together with any outstanding fees, as a civil debt, including through the courts.
   3. Where HPAC reasonably suspects chargeback fraud, or where a legitimate payment is disputed on false or misleading grounds, HPAC may withdraw or cancel registration or access without any refund. All outstanding fees, dispute-handling fees, processor fees, and on-costs will remain payable. For registrants, such conduct may also be treated as a breach of the HPAC Code of Conduct and Standards of Ethics and may result in a sanction via the Fitness to Practise Team. Such matters may also be referred to the authorities for further investigation.

1. All cards issued by HPAC remain the property of HPAC.
2. Upon registering with HPAC, unless you request otherwise, you are placing an order for an ID card. The card will be sent via post, typically using Royal Mail, but an alternative courier may be used.
3. ID cards are dispatched by post or courier. If a card is lost or damaged in transit, HPAC will dispatch one replacement at no charge and accepts no further liability for transit loss.
4. The first HPAC ID card is issued free of charge; however, a flat fee of £30 applies to replacement ID cards.
   Replacement requests may include, but are not limited to, the following reasons:
   - Change of registered grade
   - Errors in data supplied by the registrant (e.g. registered as an EFR but selected First Aider)
   - Lost or stolen ID cards
   - Wear and tear from general use, including but not limited to repeated insertion into lanyard holders or abrasion to the protective film
   - Digital damage caused by repeated exposure to RFID readers or mobile devices
   - Registrant moved address since registration and did not update HPAC before their ID card was issued
   Any physical or technical faults must be reported within 14 days of receipt to avoid this fee.
5. You are required to first return your current ID card via prepaid postage provided by HPAC. Alternatively, you can provide us with photographic evidence of your current ID card having been destroyed by a shredder.
6. It can take up to five weeks from the time of your application being approved for your ID card to be produced and dispatched, and up to six weeks if our specialised base stock is depleted. If it does not arrive, please contact [email protected] quoting your registration number, with the subject "ID card not delivered".
7. The initial registration fee includes background checks, a DBS check (if required), and ID card fees. Repeat checks or replacement ID cards will need to be paid for separately and are not included in any renewal fees.
8. If you cancel your registration and re-register within 24 months, you will have to cover the costs of background checks, DBS checks and ID card fees outlined in these terms in addition to your annual registration fee.

1. UbiquiCore Limited provides and supports the HPAC platform as HPAC's data processor and may contact you directly about the system, including to discuss issues you may be experiencing, development requests you may have, or to seek feedback.
2. Whenever you make use of any feature on our website or make contact with any other users of our site, you must comply with the content standards set out in our Acceptable Use Policy.
3. You must take all reasonable precautions, including using appropriate virus-checking software to ensure that any information, content, material or data you provide is free from viruses, spyware, malicious software, Trojans, worms, logic bombs and anything else which may have a contaminating, harmful or destructive effect on any part of this website or the websites of any third parties or any other technology.
4. You must check and ensure that all information, content, material, or data you provide on this website is correct, complete, accurate, and not misleading and that you disclose all relevant facts. We do not accept any responsibility or liability for any loss or damage you may suffer or incur if any information, content, material or data you provide on this website is not correct, complete and accurate, if it is misleading or if you fail to disclose all relevant facts.
5. By submitting user content for publication on this website, you are confirming that you accept the Terms and Conditions of our website use together with our Acceptable Use Policy, Privacy Policy, and Cookie Policy. Further, by submitting user content, you warrant that any user content submitted by you complies with the content standards set out in our Acceptable Use Policy and that you will be able to indemnify us for any breach of the warranty contained in our Acceptable Use Policy. This means that you will be responsible for any loss or damage we suffer as a result of your breach of warranty.
6. We have the right to remove promptly, disable access to or refuse to upload any user content (or other content) that we deem to be, or which is notified to us as being, potentially defamatory of any person, unlawful, fraudulent, misleading in violation of any third party rights or contravention of these terms of use and/or our Acceptable Use Policy.
7. We have the right to move, edit, close or delete any thread for any reason, including but not limited to the more efficient administration or organisation of this site.
8. You are solely responsible and liable for your conduct on this website and for the user content that you place on this website. You must ensure that you own your user content or otherwise have the right to grant the licence in section 14. Your user content must not violate or infringe any privacy rights, intellectual property rights such as copyright, database rights, and trademarks or other rights of any third party, including any right of confidentiality. Your user content must not violate or infringe any law.
9. You agree that you will be liable to us for any damage, loss, claim, demand, liability, or expense, including reasonable legal fees that we may suffer or incur arising out of or in connection with your conduct on this website and/or your user content.
10. You will receive communications from HPAC about your registration and the service. You may opt out of other HPAC communications at any time.

1. All applicants to the register and users consent to HPAC contacting any person or organisation to obtain further information about their application or to verify the information that is provided and agree that any person who is so contacted may provide HPAC with any information about the applicant which that person or organisation holds, and HPAC may, in turn, share the identity and evidence supplied by the applicant to HPAC with any organisation HPAC deems to be relevant in assisting in the validation of evidence process. This includes contacting law enforcement bodies or other relevant agencies where HPAC considers it necessary and proportionate, including where there may be a public protection risk and information may be disclosed by the police under Common Law Police Disclosure (CLPD), to assist the DBS Panel in validating evidence and comparing any statements made by the applicant with information relating to convictions, cautions, or any other matter contained in, or relevant to, a Disclosure.
   1. Non-genuine or fraudulent documents are dealt with under section 26.
2. DBS Checking
   1. DBS Checks Requested by HPAC
      1. As HPAC is a non-profit voluntary register, by default all enhanced DBS checks requested by HPAC are processed under the DBS Volunteer Scheme. An additional fee applies where a DBS certificate suitable for paid employment is requested by the registrant or sponsor - that cost can be found here.
      2. HPAC conducts DBS checks as part of its internal due diligence process to provide assurance to the public that a registrant's suitability has been robustly assessed. These checks are carried out to assess an applicant's suitability for registration and for ongoing compliance monitoring to safeguard the public. It remains the responsibility of both the registrant and their employer to ensure that the correct type of DBS check is obtained for their duties, whether voluntary or paid.
      3. All Disclosure and Barring Service (DBS) checks for HPAC registrants are independently processed by Access Personal Checking Services Limited (APCS) as the DBS umbrella body company. You can find out more about them at homeoffice.gov.uk – Access Personal Checking Services Ltd (APCS).
      4. When a registrant applies for a DBS check, they are redirected to the APCS Portal: www.onlinecrbcheck.co.uk, and their agreement for the check, including all applicable terms and conditions, is directly with APCS. You can view APCS Policies here: Online Disclosure Checks – Policies. These are also made available on their page when creating a New Application.
      5. APCS will share the digital confirmation of the DBS result with HPAC, while the registrant will receive the physical DBS certificate directly from the Disclosure and Barring Service.
   2. DBS Requirements During Application
      1. HPAC will conduct an enhanced DBS check on all applicants where required. Any applicant with a caution or conviction on their DBS certificate will be deferred for review by the HPAC DBS Panel for consideration.
      2. Applicants must either complete the enhanced DBS check application through HPAC or provide an enhanced DBS certificate that is already on the DBS Update Service and contains all five sections as having been requested.
      3. All applicants must register any HPAC-requested DBS certificate on the DBS Update Service within 28 days of the certificate issue date. There is no fee for registering this certificate.
      4. If an applicant or registrant has not pre-registered their certificate on the DBS Update Service using the "E" number provided by the DBS before their results are generated, they give HPAC express permission to register their certificate on their behalf at any point within the 28 day registration window, using the information provided in their application or HPAC profile and the new certificate number.
      5. DBS checking fees are set out in clauses 3A.3, 3A.8, 3A.9, 3B.5 and 3B.6 of these Terms.
   3. Daily Revalidation of DBS Certificates
      HPAC revalidates registrant DBS certificate statuses daily. If a change in status or validity occurs, HPAC will normally detect this within 24 hours and the registrant's profile will be immediately removed from the public searchable surface of the HPAC register pending review. A new DBS application must be completed for review by the DBS Panel. Any organisation a registrant has associated with will immediately receive an automated notification from HPAC to let them know that the linked DBS is no longer valid on the Update Service.
      If you present your ID card to be scanned by an NFC device or a QR code reader, your DBS status will be disclosed as either Valid, Invalid or Not Registered. The date and time of the most recent check will also be displayed.
   4. Duty to Self-Report DBS Changes
      Registrants agree to notify HPAC without delay of any matter, incident, investigation, caution, conviction or other change that affects or may affect the status of their DBS certificate. This duty to self-report applies irrespective of whether HPAC has already detected a change through its daily revalidation process. Where HPAC identifies a change in a registrant's DBS status, the registrant agrees to provide HPAC, upon request, with a full and accurate explanation of what has transpired and to respond in good time to any clarification sought under these Terms and Conditions and the HPAC Code of Conduct. Failure to meet these obligations may result in suspension, removal from the register, or other appropriate regulatory action.
   5. Requirement to Maintain DBS Certificate on the Update Service
      Registrants must ensure that the enhanced DBS certificate provided to HPAC is maintained on the DBS Update Service. If a registrant fails to maintain their DBS certificate on the Update Service, their profile will be removed from the public searchable surface of the HPAC register and held in audit until this is resolved. Registration fees will continue to accrue during any audit period. Where a DBS certificate is removed from the Update Service or lapses, the provisions of clause 3A.9 apply.
3. If supporting evidence is found to be inadequate for the grade applied for, either an alternative grade or a lower scope of practice will be recommended, or the application will be rejected. Additionally, even if evidence has been previously approved and verified, if it is discovered that the approval was made in error or is deemed to no longer meet the standard for the registered grade, the registrant's grade may be amended to a lower scope of practice or registration status withdrawn entirely. HPAC accepts no liability for loss of earnings or reputation, as it is firstly the registrant's responsibility to ensure that the appropriate grade has been applied for based on training and qualification achieved.
4. Checks may include:
   – Verification of the identity documents submitted by the applicant.
   – Confirmation from education providers that the applicant's qualifications are genuine.
   – Confirmation of the applicant's good standing and character.
   – Identity, address, driver's licence, passport number checks with identity checking service providers – this will leave a footprint on your credit record. However, this is a soft check and does not affect your credit score.
   By providing your driver's licence as a form of ID, you grant HPAC permission to verify your licence directly with the DVLA.
   – An enhanced background check with the Disclosure and Barring Service (DBS).
   – Sharing of any documents supplied as evidence of training or qualification with the relevant organisation.
   – Identifying the registrant to the organisations with whom HPAC conducts these checks.
5. In the unlikely circumstance of a grade being incorrectly assigned, we reserve the option to make the necessary revisions, adjustments and corrections to align with the HPAC framework.
6. If an application is rejected, you may reapply to the register 60 months from the date of your rejection letter/email. You may also submit an appeal to a rejection decision within 14 days of the date on your rejection letter/email.
7. Cross-mapping and certificate validation for qualifications not issued within the United Kingdom carries a flat fee of £150 regardless of outcome.
8. Cross-mapping of training and qualifications that are outside our framework carries a fee of £75 t0 £150 regardless of outcome.

1. When seeking to gain employment and when providing care in the public sector as a self-employed clinician, you are to indicate your registrant grade on HPAC clearly. You are to ensure your uniform, vehicle and equipment livery, documentation and/or any other area of grade reference does not mislead the public or contracting organisations. i.e., an Emergency Care Assistant should not wear epaulettes that say Technician or Emergency Care Practitioner. However, they may choose to wear epaulettes that say Emergency Care Support Worker or something similar that does not obfuscate the boundaries of their scope of practice.
2. Displaying "Essential Skills Refreshers" on public registration profiles: HPAC may display a summary of a registrant's Essential Skills Refreshers status on their public profile. These refer to selected statutory training certificates aligned with the Core Skills Training Framework (CSTF), including—but not limited to—resuscitation-based refresher training. The display will include the number of days left until a certificate expires, or if it has expired or if evidence is missing from the related section. E.g., "No File" or "Missing"
3. Exceptions: Your employer must have a clearly defined scope of practice for such roles that describe your grade differently from the HPAC, which are easily accessible to the public and/or service users. This must have medical direction/clinical governance, which provides policy, procedures and safe systems of work to protect the public, individual providers and the organisation. They must actively signpost service users, such as contracting bodies and patients, to these documents to ensure responsible and safe contracting takes place. At no time may your role/grade be described either on your uniform, equipment or vehicle livery, documentation or anywhere else, mislead the public or give the impression that your skills and/or scope of practice are beyond their legitimacy.
4. Anyone who carries out work for an employer which misleads the public, contracting bodies or organisations, whether or not intentionally, may be subject to sanctions from HPAC and may be referred to the police.
5. HPAC notes additional competencies beyond those traditionally associated with clinician grade, but does not/cannot authorise the extended practice. The actual scope of practice is the responsibility of the individual and/or their employer with reference to the relevant law/guidelines/training/competencies in accordance with practice jurisdiction.
6. Fraudulent, potentially fraudulent, or misleading documentation or statements provided to HPAC by an applicant, registrant, or employer are dealt with under section 26.

1. Fitness to Practise (FtP): For the purposes of these terms, the term "referral" is not limited to external concerns raised and reported to HPAC; it also includes any concern raised internally by HPAC in relation to a registrant or applicant. This may include, but is not limited to, breaches of these Terms and Conditions of registration, breaches of the HPAC Code of Conduct, or other concerns regarding professional or personal behaviour. Registrants and applicants agree to engage fully with any Fitness to Practise process initiated by HPAC.
   1. A written response must be submitted within 15 calendar days of receiving the referral documentation from HPAC.
   2. A Fitness to Practise response form should be completed to the best of the registrant's knowledge and ability. Where applicable, any supporting evidence should be clearly referenced and submitted alongside the response.
   3. Information provided to HPAC by the subject of the referral may be shared with the complainant, law enforcement, regulatory bodies, or other parties with a legitimate interest in the matter. Registrants are advised to seek independent legal advice if uncertain about the content or implications of their response.
   4. HPAC conducts all investigations independently, impartially, and without prejudice. We do not act as an advocate for either the registrant or the complainant. Our regulatory function is to protect patients, the public, clinicians (including registrants and their co-workers), employers, and the broader profession from demonstrable risks, including—but not limited to—malpractice, sexual misconduct, theft, and breaches of ethical or professional standards, as set out in our Code of Conduct for registrants and applicants.
   5. Registrants are under a continuing obligation to cooperate with the Fitness to Practise process. Failure to respond, provide reasonable assistance, or engage with the FtP process may itself amount to a regulatory concern and could lead to further action. Where no response is received, the case may proceed in the registrant's or applicant's absence. Disengagement from the process will be recorded and is likely to adversely affect the credibility of the individual subject to the referral.
   6. Where no case to answer is found, HPAC will close the matter in accordance with our concerns processing policy and notify all relevant parties.
2. Registrants and applicants must declare, on application and at any time thereafter, any outstanding or anticipated complaint or investigation against them, and any serious concern upheld against them, within 15 days of becoming aware of it.
3. Concerns about a registrant must be submitted in full via the concerns report form, available on the home page or at www.hpac-uk.org/concerns_report_form. The form must be completed in full. HPAC, as a rule, will not investigate anonymous complaints.
4. HPAC fully cooperates with law enforcement agencies as well as all other statutory services within the UK and abroad. As such, if a concern is raised against a registrant on our registry in relation to a police investigation, HPAC is given express permission by the registrant to contact the police to verify if the allegations are hearsay or valid. If they are found to be valid and the registrant has not self-reported, this may result in an immediate interim suspension.
5. Concerns raised by a statutory service, such as the police, fire and rescue, or the NHS, will result in an immediate and proportionate response in relation to the concern raised. HPAC may update the registrant status based on the outcome of the investigation being undertaken by the reporting statutory service or the decision of the courts, should their decision be successfully challenged by the registrant. For example, if a registrant has been suspended or had a caution added to their registration in response to a credible safeguarding concern but is subsequently cleared, the registration will be updated to reflect an active status without any active concerns.
6. HPAC accepts no liability for loss of earnings or reputation arising from action taken in good faith on a concern raised. The person or organisation raising a concern is responsible for its accuracy and bears any liability arising from a concern raised in bad faith. Any dispute between a registrant and the person or organisation raising a concern is to be resolved between them and not through HPAC.
7. The law does not prevent the sharing of sensitive personal information between organisations where the public interest in disclosure outweighs the public interest in confidentiality – for example, where a registrant has falsely claimed to possess qualifications to practise as a clinician by falsifying, misleading or withholding key information that would prevent their registration as such. Safeguarding concerns, and any concern meeting the threshold for investigation, may be shared both with organisations registered on HPAC and with external organisations relevant to the provision of safe care to the public.
8. By registering with Health Practice Associates Council CIC, you agree to and accept that if a serious concern is reported to HPAC regarding your fitness to practise safely, we may activate a caution or suspension notification on your profile at any time. This may be reflected on your public profile until the matter is resolved.
9. If suspension notification is active, account access will be suspended until such time as it is removed.
10. If a sanction applies to a registrant who is a minor, meaning they are below the age of 18, for safeguarding purposes, they will be removed from the HPAC register and will not be allowed to reapply for a period of five years.
11. HPAC will endeavour to cooperate with any police or court requests for registrant information. As far as is essentially relevant to a police investigation, documents supplied to HPAC by a registrant may be shared with the police or courts without notifying the registrant.
12. HPAC has the right to refuse registration, suspend registration, apply a caution to an existing registration or take any similar course of action if dishonesty, fraud or any failure to meet the standards of conduct, competency, and proficiency is detected.
13. By registering with HPAC or submitting a concern, you accept in full this process and any subsequent liabilities.

1. Organisations linked to a registrant's HPAC account may create event logs and references relating to that individual. These logs may include files, evidence, and supplementary notes, and may be linked to other registrants where relevant.
2. Organisations may use the system to communicate directly with registrants via secure messaging. They may also share policies, procedures, or other materials requiring acknowledgement. Registrants' responses and acknowledgements are recorded as part of their compliance record.
3. Organisations may share the outcomes of internal investigations or other safeguarding concerns with other linked organisations. In some cases, safeguarding concerns may be visible to other employers with appropriate access.
4. HPAC does not create, control, or verify the content of these entries and accepts no liability for material submitted by third-party organisations. Responsibility for addressing or resolving any concerns arising from such entries lies solely with the registrant and the reporting organisation, with whom the registrant has voluntarily linked their account.

1. Registrants and applicants must comply with the HPAC Code of Conduct and with the code of conduct, standards, performance and ethics of their employing or commissioning organisation.
2. Registrants must be honest in all their dealings with HPAC, employers, commissioning organisations and service users, and must self-report any change in circumstances that could affect their fitness to practise.

1. If you wish to complain about any user content posted on our website by a third party or any other content which appears on our site, please contact us via the website contact form.
2. Please precisely identify the user content or other content about which you are notifying us, including the page of the site on which it is posted. You should provide us with full details of your complaint and, if you are alleging copyright infringement, evidence that you own the copyright. We will then review the material and decide whether it complies with the content standards set out in our Acceptable Use Policy. We will deal appropriately with any user content or other content which, in our opinion, violates those content standards. We will endeavour to inform you of the outcome of our review within a reasonable time of receiving your complaint.
3. Concerns about a registrant are raised under section 8.3.

1. A deregistration request must be submitted via the deregistration form available within your account management page. Deregistration will take place immediately once a deregistration form is received.
2. In the interest of public safeguarding, HPAC retains a record of all qualification evidence and statements for as long as necessary for safeguarding purposes. If you request account deregistration, access to your profile will be revoked upon closure to prevent data alteration.
3. Verified members who choose to close their accounts must return their ID Cards to Chantry House, 22 Upperton Road, Eastbourne, BN21 1BF, within 14 days of the closure request or provide evidence that their ID cards have been destroyed. If you close your account within your annual registration period, there will not be a prorated refund.
4. Outstanding payments for additional services will be charged immediately to your registered payment card or bank account.
5. If your profile is looked up via the register website or an ID card scan, an "invalid ID" result will be returned to the user.
6. Individuals whose accounts are expired, delinquent, temporarily suspended, suspended, removed from the register or archived must not present themselves as active registrants, or use the HPAC ID card, logo or any related materials to imply active or endorsed status, either directly or indirectly. This may constitute fraud.

1. You acknowledge that HPAC will retain, and may share where relevant to public safety, data relating to safeguarding, malpractice or similar concerns for as long as necessary for that purpose, notwithstanding account closure or any request for erasure. This includes sharing with law enforcement, safeguarding agencies, employers and any other relevant bodies.
2. HPAC may retain the history of your account for as long as necessary to maintain the integrity of the register and to assess any future application. This includes your name, surname, grade, registration number, uploaded documents, date of birth, and departing status, as well as reasons behind any concerns, such as cautions or suspensions. HPAC will retain the information supplied in all applications and treats incomplete applications as partially registered profiles.
3. If you have been struck off, your name will permanently remain searchable on the public register with the status: "Struck off", "Removed from Register", "Suspended" or the like.

1. By submitting user content to the website, a non-exclusive licence is granted to the Health Practice Associates Council and UbiquiCore Limited to use that user content, except where such user content consists of a private message. Although you will still own the copyright in your user content, we will have the right to freely use, edit, alter, reproduce, publish and/or distribute the material in your user content on the website. Any such licence is free of charge, perpetual and capable of sub-licence.
2. By submitting user content to this website, you warrant that you have the right to grant this licence.

1. All content on our site (including but not limited to user content) is provided for general information only without any guarantees, conditions or warranties as to its accuracy. It is not intended to amount to advice (of any nature) upon which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content of our site.
2. Although we aim to update our site regularly, we are under no obligation to do so, and any of the material on the site may be out of date at any given time.

1. Copyright in the information, data, intellectual property, content or other services or materials displayed or provided on this website (other than user content) is owned by Health Practice Associates Council or its software licence provider, UbiquiCore Limited. This material includes, but is not limited to, the design, layout, look, appearance, and graphics. Our copyright cannot be used for any commercial purpose without our prior written consent. Any copy must retain all copyright or other intellectual property notices contained in the original material. Images displayed on this website are protected by copyright and may not be reproduced without our prior written consent. Logos, trademarks or other service marks displayed in this website may not be printed or downloaded except as part of the text of which they form a part.
2. Reproduction of any material on this website is prohibited other than in accordance with this section.
3. All intellectual property of UbiquiCore Limited is protected by copyright law, and any attempt to replicate, recreate or otherwise emulate IP content on our site without our expressed permission is strictly prohibited and may result in legal action being taken.

1. By applying to register with the Health Practice Associates Council and by continuing to make use of our site, you confirm that you and/or your organisation are not currently directly or indirectly engaged in any competitive business related to the creation and/or maintenance of a non-statutory regulated register for roles within the UK that are currently on the HPAC register. This includes but is not limited to:
   engaging in a business as an owner, partner, or agent,
   becoming an employee or third party that is engaged in such business, for-profit, not-for-profit or otherwise,
   soliciting any registrants or organisations of the Health Practice Associates Council, or using registrant or organisation data obtained through the site, for the benefit of a third party that is engaged in such business.

1. Where deemed relevant, HPAC can and will share details or concerns regarding an application/registration with other regulatory bodies to which we believe a registrant may be linked.
2. HPAC may request information from regulatory bodies regarding registrants/applicants where deemed relevant.
3. HPAC may make a referral to a relevant external regulatory body based on information ascertained at any point during a registrant's involvement with the HPAC, where deemed necessary or in the public interest to do so.

1. Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for our fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited by law.
2. To the extent permitted by law, and subject to clause 19.1, HPAC's total liability to you arising from or in connection with these terms, the website or the services is limited to the fees you paid to HPAC in the 12 months before the claim, or £250, whichever is greater.
3. We use reasonable endeavours to ensure that information on this website is accurate, up to date, and correct errors as soon as we can after becoming aware of them. We do not check, monitor, review, verify or endorse such material in any way. We are not responsible or liable for any loss or damage you may suffer or incur in connection with any information, content, material or data collected from or provided by third parties displayed on or otherwise available from this website or any third-party websites. Such information, content, material or data may be inaccurate, incomplete or out of date. It is your responsibility to check that such information, content, material or data is accurate, complete, correct, and up to date.
4. Any views, opinions, advice, reviews, ratings, or comments on this website or any third-party website that third parties make do not represent our views, opinions, or advice and should not be relied upon by you and are not checked, monitored, reviewed, verified, or endorsed by us. We are not responsible or liable for any loss or damage you may suffer or incur in connection with such views, opinions, advice, reviews, ratings or comments, including in relation to their accuracy, truthfulness or completeness.
5. We do not give any warranty or guarantee that this website, any third-party website or any information, content, material or data on this website or any third-party website is free from viruses, spyware, malicious software, Trojans, worms, logic bombs or anything else which may have a contaminating, harmful or destructive effect on any technology. You must ensure that you use appropriate virus-checking software. We are not responsible or liable for any loss or damage you may suffer or incur in this regard caused by any third party.
6. We are not responsible or liable for any loss or damage you may suffer or incur in connection with your use of this website, which is caused by any event beyond our reasonable control, including the electronic transmission of information, content, material and data over the internet and the interception or decryption of it by others.
7. To the extent permitted by law, we are not responsible or liable for any indirect loss or damage you may suffer or incur in connection with your use of this website, including any loss of savings you expect to make, loss of business or business opportunity, loss of profit or revenue, business interruption, or loss of goodwill or reputation, or for any loss or damage you may suffer or incur in connection with your use of this website which was not foreseeable by us when you used this website.
8. Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. We have no control over the contents of those sites or resources, and we expressly exclude liability for any loss or damage that may arise from your use of them. You use any third-party sites and resources at your own risk and are responsible for assessing the suitability of any goods or services advertised by such third parties before signing up or placing an order for such goods or services.
9. Where you contract with a third party, they will be providing goods and services to you on their own Terms and Conditions. You must ensure you understand and agree to these Terms and Conditions before entering into a contract to obtain that product or service. We are not responsible or liable for any loss or damage you may suffer or incur in connection with the Terms and Conditions applying to any contract entered into by you with any third party in relation to any product or service or any acts, omissions, errors or defaults of any third party in connection with those Terms and Conditions.
10. Indemnity and Protection Against Duplicate Claims
    Exclusive Accountability of Health Practice Associates Council (HPAC)
    Users acknowledge that Health Practice Associates Council (HPAC) is the sole authority responsible for addressing any questions, concerns, or disputes related to services, data management, and system functionality provided through HPAC's platform. UbiquiCore Limited, acting solely as the system developer and data processor for HPAC, holds no direct liability to users.
    Indemnification of UbiquiCore Limited
    By using HPAC's platform, users agree to indemnify and hold UbiquiCore Limited harmless against any claims, actions, or liabilities arising from the user's breach of these Terms or unlawful use of the platform.
    Protection Against Duplicate Claims
    Users further agree that HPAC shall not be subject to duplicate or repetitive claims arising from the same underlying facts or occurrences. Any single incident, data transaction, or event related to HPAC's services may give rise to only one claim.

Portal access does not confer membership, endorsement or accreditation by HPAC (see clause 3B.12).

1. Organisational Eligibility
   Organisational users may only access HPAC's portal or request association with registrants where they operate in a capacity directly relevant to the pre-hospital urgent and emergency healthcare sector. This includes, but is not limited to, statutory ambulance services, voluntary ambulance providers, independent ambulance organisations, and relevant commissioning or oversight bodies. HPAC reserves the right to restrict, suspend, or revoke access where this criterion is not met.
2. By granting an organisation portal access, you agree to its use of your information for the purposes set out in these Terms, including the sharing and recording of clinical, operational, correctional, educational, complementary, and complaint-based information in relation to you. This information will be recorded in the events segment of your profile and retained in accordance with section 13, and some or all of it may be made visible to other third-party organisations to whom you grant portal access.
3. Please be aware that, with the exception of private messages, all content you post on our site is available to view by organisations you grant portal access, which means that it is visible to all organisational users of our site to whom you grant portal access. Please do not disclose any personal information on our site that you do not wish to make public. A limited version of your information will also be publicly available to view, which means that it is visible to public users of our site. This includes if your profile is deregistered, suspended or has been restricted in any manner by HPAC administration.
4. If you would like to restrict how much of your profile information can be seen by other users, you can do so by editing your organisations with portal access in your profile settings section of this website.
5. HPAC retains the right to revoke the portal access of any organisation from your profile or account without warning or seeking permission from either the registrant or the organisation.
6. Where an organisation is granted portal access and connected to a registrant profile, the following conditions apply:
   a) Portal access is first-level access granted by HPAC under a contractual agreement that governs general use of the platform, including safeguarding alerts, regulatory tools and other benefits. This does not, by default, permit visibility of any individual registrant's profile or their data.
   b) Access to a registrant's profile—including any fields derived from DVLA's ADD service—is a second-level permission, controlled exclusively by the registrant (the data subject). The registrant must explicitly authorise any such access by third parties. HPAC does not release or distribute ADD data on the registrant's behalf and acts solely as a secure platform host to facilitate this registrant-controlled visibility.
   This does not affect HPAC's right, under its Terms and Conditions, to verify information provided by the registrant with relevant authorities for regulatory assurance purposes, or to issue regulatory alerts (such as removal from the Blue Light or PTS Register) based on non-compliance with HPAC's standards, regardless of the source of that information.
   c) Organisations with portal access must use any registrant data accessed/shared strictly for the purposes authorised through the HPAC platform and only within the scope of access granted by the registrant. Data must not be reused, extracted, stored, or shared beyond this scope.
   d) The organisation must implement appropriate technical and organisational security measures to protect the data via the HPAC portal in line with UK GDPR and good industry practice, including limiting access to authorised personnel and preventing unauthorised use or disclosure.
   e) HPAC reserves the right to monitor and audit compliance with these terms and may suspend or withdraw access in the event of a breach, misuse, or suspected non-compliance.
   f) Organisations with portal access must cooperate fully with HPAC and/or the DVLA in the event of any compliance investigation or data protection enquiry involving ADD data.

1. The English Courts will have exclusive jurisdiction over any claim arising from or related to a visit to our site, although we retain the right to bring proceedings against you for breach of these conditions in your country of residence or any other relevant country.
2. These terms of use and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.

1. We may revise these terms at any time by amending this page, and will give notice of material changes by email or by notice on the website. Continued use of the site after a revision is posted constitutes acceptance of the revised terms. Some provisions may be superseded by provisions or notices published elsewhere on our website.

1. If you would like to link to our site, please read the following conditions. The use of the HPAC banner and/or logo is subject to your agreement to these terms:
2. Health Practice Associates Council is the sole owner of the HPAC logo. Your use of the logo acknowledges the Health Practice Associates Council's ownership of the logo.
3. Health Practice Associates Council reserves the right to take action against any use of the logo that does not conform to any of the conditions herein, infringes any intellectual property or other rights of Health Practice Associates Council, or violates applicable law. All use of or the goodwill associated with the HPAC logo will be conveyed to the benefit of the Health Practice Associates Council.
4. The HPAC logo is provided without warranties of any kind, express or implied, including, without limitation, warranties of the title or non-infringement. Use of the logo is solely at your own risk.
5. Health Practice Associates Council hereby grants you a licence to use the HPAC logo, provided that you agree:
6. The logo will be used solely by registrants, organisations that have purchased portal access, or approved stakeholders. The right to use the HPAC logo does not create or imply organisational endorsement, accreditation, partnership, approval, or affiliation by HPAC.
7. The HPAC logo will always stand alone and not be combined with other graphical elements.
8. The HPAC logo will not be altered in any manner, including its proportions, font, design, arrangement, colours or elements or animated, morphed or otherwise distorted in perspective or appearance.
9. The HPAC logo will not appear more prominently than your personal, company, product or service website name.
10. The HPAC logo will be displayed in a positive manner and will not be used in any way that adversely affects the Health Practice Associates Council's credibility.
11. You will not transfer, assign, sell, reproduce, distribute or otherwise exploit your link to us or your use of our logo.
12. The HPAC logo will appear as provided by the Health Practice Associates Council.
13. The HPAC logo will not appear on any pages of websites, including content or advertising for alcoholic beverages, tobacco, religious or political material or firearms.
14. The HPAC logo will not appear on pages including content which the Health Practice Associates Council finds in its sole discretion to be objectionable or which includes obscene, pornographic, violent, intolerant, tasteless, denigrating or sexually-oriented content or materials.
15. The HPAC logo will not create or give the appearance of making an endorsement, approval, sponsorship, affiliation or recommendation of any product or service by the Health Practice Associates Council.
16. The use of phrases on your website, online forums, or promotional material of any kind that imply endorsement by HPAC/Health Practice Associates Council must be approved in writing by Health Practice Associates Council.
17. The HPAC logo will not be used or displayed in any way that disparages Health Practice Associates Council or its software provider, infringes any intellectual property or other rights of Health Practice Associates Council, violates any national or international law, or diminishes or otherwise damages Health Practice Associates Council's goodwill in the logo.
18. Health Practice Associates Council reserves the right to make any change to the information and/or licence provided herein at any time for any reason. You acknowledge and agree that you are responsible for keeping up with any such changes.
19. Health Practice Associates Council also reserves the right to revoke the logo licence for any reason, in which case you agree to remove the link and stop the use of the logo within two business days of notice of revocation. In such a case, you will be prohibited from reinstating the link or using the logo without further written permission from the Health Practice Associates Council.

1. By registering with this site or using any part of its services, you confirm that you accept and agree to be bound by the HPAC Terms of Use, Privacy Policy, Acceptable Use Policy, and Cookie Policy.
2. Your continued use of the site constitutes your ongoing agreement to these terms and policies, as well as any procedures and codes of conduct that apply to your use of the platform.
3. You acknowledge that you understand the standards of conduct and content expected on this site, including what is and is not considered acceptable.

1. HPAC makes no warranty or representation that any product or service referred to on this website or any service we provide is available or otherwise appropriate for use outside of the United Kingdom. If you choose to use this website from locations outside the United Kingdom, you do so at your sole risk, and you are responsible for compliance with all applicable local laws.
2. If any provision of these terms is held to be unlawful, invalid or unenforceable, that provision shall be deemed deleted from these terms, and the validity and enforceability of the remaining provisions of these terms shall not be affected.
3. These terms, together with the policies, codes, procedures and notices referred to in them, constitute the entire agreement between you and us relating to your access to and use of this website and supersede any prior agreements (including any previous terms of use of this website).

1. Any applicant, registrant or organisation found, at any stage before, during or after registration, to have supplied false, misleading or fraudulent information or documentation in respect of identity, DBS, clinical qualifications, blue light driving entitlement or any other matter may have their application rejected, or their registration or access withdrawn, without notice and without refund. The appeal in clause 6.5 does not apply where this section is applied.
2. An administration fee of £100 may apply in respect of each document believed to be non-genuine or fraudulent, to cover the enhanced verification required.
3. Where information or documentation is suspected or found to be false, misleading or fraudulent, details and documentation may be shared with associated organisations, training providers, professional or membership bodies, employers and regulators potentially affected, nationally and internationally, and the matter reported to the relevant authorities on grounds of fraud and public endangerment. Legal action may be taken by Health Practice Associates Council CIC.
4. The public register status will be updated to "Application Rejected – Supplied document(s) or statement(s) believed to be false or fraudulent", "Struck Off", "Registration Revoked" or similar, at HPAC's discretion, and will remain live for a minimum of five years.
5. For clarification, the presence of an interim suspension, or an expired or inactive notice on a registration, does not indicate that a registrant is guilty of any offence.
6. HPAC accepts no liability for loss of earnings or reputation arising from action taken under this section.

27.1 Registration and Commitment

1. Registration for access to the safeguarding and compliance support portal on the HPAC website is annual and is governed by sections 3B and 3C. Portal access does not confer membership, endorsement or accreditation by HPAC (see clause 3B.12).

27.2 Account Setup

1. Organisations must complete the registration form provided on the HPAC website and submit all required documentation and information, including proof of authorisation to operate within the United Kingdom.

27.3 Account Validation and Activation

1. HPAC reserves the right to verify the information provided during the registration process. The account will only be activated once all checks have been satisfactorily completed.
2. HPAC may request additional information or clarification as part of the verification process before activating the organisation account.

27.4 Payment Terms (see also sections 3B and 3C)

1. In exceptional circumstances, direct bank transfer may be arranged with prior written agreement from the HPAC accounts team. Organisations wishing to use this payment method must contact [email protected] in advance of their renewal date.
   1. Direct bank transfer must be pre-arranged with HPAC and is subject to approval by the HPAC accounts team.
   2. Where direct bank transfer is approved, payment must be received on or before the renewal date.
   3. Remittance advice must be supplied to HPAC's accounts team via [email protected] whenever a direct bank transfer is used.

27.5 Cancellation and Termination

1. Organisations may cancel their registration by cancelling their payment plan. Please note that we operate on a subscription model, meaning that you automatically opt in for renewal unless you cancel your renewal. Cancellation and refunds are governed by clauses 3B.2 and 3B.11.

27.6 Data Management and Responsibilities

1. Organisations are responsible for maintaining the accuracy and confidentiality of their account information. This includes managing access rights and safeguarding any sensitive information related to their operations on the HPAC platform.

27.7 Changes to Organisation Details

1. Any changes to the organisation's details, including contact information, business structure, or operational scope, must be promptly updated in the HPAC account. Failure to maintain accurate records may impact the organisation's ability to use the HPAC services effectively.

27.8 Compliance with Laws

1. Organisations must ensure that their use of the HPAC platform complies with all applicable laws and regulations, these Terms and Conditions, and the standards published by HPAC.

27.9 Indemnification

1. Organisations agree to indemnify and hold harmless HPAC, UbiquiCore and their affiliates, officers, agents, and employees from any claim or demand made by any third party due to or arising out of the organisation's use of HPAC services, violation of the Terms and Conditions, or infringement of any intellectual property or other rights of any person or entity.
2. Organisations agree to indemnify and hold harmless HPAC, UbiquiCore and their affiliates, officers, agents, and employees from liability for any loss of earnings that may occur through software failure or error.

HPAC ("us", "we", or "our") operates the www.hpac-uk.org website (the "Service"). UbiquiCore Limited provides and maintains the platform on our behalf. This section informs you of our policies regarding the collection, use, and disclosure of personal information when you use our Service.

1. Information Collection and Use: While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to, your email address, name, phone number, postal address, and other information ("Personal Information").
2. Log Data: We collect information that your browser sends whenever you visit our Service ("Log Data"). This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
3. Cookies: Cookies are files with small amounts of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your computer's hard drive. We use "cookies" to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
4. Service Providers: We may employ third-party companies and individuals to facilitate our Service, to provide the Service on our behalf, to perform Service-related services or to assist us in analysing how our Service is used. These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
5. Automated Tools: We use artificial intelligence tools provided by third-party service providers to assist our personnel with tasks such as, but not limited to, site code support, bug/error tracing, summarising records and phone calls. Personal Information processed by these tools is processed on our behalf under contracts meeting the requirements of GDPR and is not used to train the providers' models.
6. Disclosure of Personal Information: We will not disclose your Personal Information except as set out in these Terms and this Privacy Policy, and we will never sell or rent it. HPAC staff and volunteers are bound by our data protection policy. Organisations making use of this site agree to our data protection policy and are wholly liable and accountable for their use of registrant information. We may release aggregate statistics (for example by age, area or gender) from which no registrant can be identified.
7. The Public Register: Information displayed about you on the public searchable surface of the HPAC register includes your name, registration number, primary qualification, dates of the current registration cycle, the approximate geographical area of practice, your registration or application status, any conditions on your registration and, where applicable, your Essential Skills Refreshers status. Scanning your HPAC ID card discloses your DBS status and the date of the most recent check.
8. Lawful Basis and Your Rights: We process Personal Information to perform our contract with you, to comply with legal obligations and for our legitimate interests in operating a register that protects the public. Criminal-offence and special-category data are processed under the safeguarding and substantial public interest conditions in the Data Protection Act 2018. You have the rights of access, rectification, erasure, restriction, portability and objection under the UK GDPR, subject to the retention set out in section 13, and the right to complain to the Information Commissioner's Office.
9. Security: The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.
10. Data Protection Officer: Satswana Limited, Suite G12, Ferneberga House, Alexandra Road, Farnborough, Hampshire, GU14 6DQ. [email protected]. 01252 759177.
11. Links to Other Sites: Our Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.
12. Children's Privacy: Our Service does not address anyone under the age of 16 ("Children"). We do not knowingly collect personally identifiable information from children under 16. If you are a parent or guardian and you are aware that your child has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from children under 16 without verification of parental consent, we will take steps to remove that information from our servers.
13. Changes to This Privacy Policy: We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page. If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us or by placing a prominent notice on our website.