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ShootCert
Medical Certificates for Shotgun/Firearm License Applications
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Last updated: 2 Feb 2025
Terms and Conditions for Firearms Medical Assessment with ShootCert.co.uk
1. Introduction
1.1. These Terms and Conditions govern the application process for a firearms medical assessment through ShootCert Ltd (“we”, “us”, “our”).
1.2. By applying for a firearms medical assessment, you (“the applicant”, “you”, “your”) agree to be bound by these Terms and Conditions.
2. Eligibility
2.1. You must be at least 18 years old to apply.
2.2. You must provide accurate and truthful information throughout the application process.
2.3. It is your responsibility to ensure that you meet all legal and regulatory requirements for holding a firearms or shotgun certificate.
3. Application Process
3.1. All applications must be submitted via ShootCert.co.uk.
3.2. You must complete the medical assessment form fully and accurately.
3.3. We will process your application based on the medical information provided by you and your GP or medical professional.
3.4. Failure to provide required information or supporting documents may result in a delay or rejection of your application.
4. Fees and Payment
4.1. The applicable fee for the firearms medical assessment is displayed on our website and must be paid in full at the time of application.
4.2. All payments are non-refundable unless otherwise stated in these Terms and Conditions.
4.3. If additional medical records are required, you may be liable for any additional fees charged by your GP or medical provider.
5. Medical Assessment and Reporting
5.1. Our assessment is based solely on the medical information provided by you and your GP or relevant medical professional.
5.2. We do not provide a fitness-to-hold certificate but submit a factual medical report to the relevant licensing authority.
5.3. We are not responsible for the final decision made by the licensing authority regarding your firearms or shotgun certificate.
6. Accuracy of Information
6.1. You confirm that all information provided is accurate and complete to the best of your knowledge.
6.2. Any attempt to provide false or misleading information may result in the rejection of your application and may be reported to relevant authorities.
7. Processing Times
7.1. We aim to process applications within the timeframe stated on our website. However, this is subject to medical records being received in a timely manner.
7.2. We are not responsible for delays caused by third parties, including your GP or licensing authority.
8. Data Protection and Confidentiality
8.1. We process your personal and medical data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
8.2. Your data will only be shared with relevant parties involved in the firearms licensing process.
8.3. For further details, please refer to our Privacy Policy.
9. Cancellation and Refund Policy
9.1. If you need to cancel your application, please contact us in writing by email/contact form.
9.2. Once an application has been submitted and payment has been made, refunds are not permitted except as described in these terms.
9.3. Refunds will only be issued in cases where we are unable to process your application due to an internal error on our part.
9.4. If you fail to provide the required information or supporting documentation, no refund will be issued.
10. Limitation of Liability
10.1. ShootCert Ltd is not liable for any decisions made by the licensing authority regarding your firearms or shotgun certificate.
10.2. We are not responsible for any costs, losses, or damages resulting from delays in processing or rejection of an application.
10.3. Our liability is limited to the fees paid for our services.
11. Complaints and Disputes
11.1. If you have a complaint, please contact us via the details provided on our website.
11.2. We will endeavour to resolve all complaints in a timely and professional manner.
11.3. Any disputes arising from these Terms and Conditions shall be governed by the laws of England and Wales.
12. Amendments
12.1. We reserve the right to amend these Terms and Conditions at any time without prior notice.
12.2. Any changes will be effective immediately upon being posted on our website.
13. Contact Information
For any queries regarding these Terms and Conditions, please contact us via the details provided on our website.
By submitting your application, you confirm that you have read, understood, and agreed to these Terms and Conditions.
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Last updated: 17 November 2024
Check with your own GP if they will write the medical certificate for you. If they are unable to help or charge an excessive fee, apply with ShootCert.
We can only offer assistance via this website's contact form or by email. We don't publish an email address on this website so use the contact form in the first instance and we would be happy to help. All enquiries, questions, and conversations are in writing so we can track and locate previous correspondence if required. In some circumstances, the verifying Doctor may call you or your GP to expedite some complex situations.
In some rare cases, when ShootCert cannot provide a medical certificate due to an individual's highly complex medical history, we may not be able to offer the service for our standard fee. In these cases, we provide a full refund.
If an applicant chooses to cancel their application for whatever reason, we do not provide a refund in these cases. As soon as you have paid, a formal request is made and multiple parties are informed in writing. This cannot be undone.
No, we cannot accept your notes in this format because there's no way we could tell if something was missing.
In a small minority of cases, some GP practices want to charge an excessive fee for sending your medical notes to ShootCert however according to the BASC legal team:
"Charges for SARs may only be made if the request is "manifestly unfounded or excessive" but a request for a patient's full notes has been held by the Information Commissioner's Office (ICO) as NOT being excessive".
We will negotiate with your GP as effectively as we can to move things on to avoid excessive fees. In most cases, they are happy to comply.
Regardless of your GP's reasons for their excessive fees or refusal to engage, Data laws provide that everyone has a right to access their data. The complaints process we use is advised as the best course of action by the Information Commissioner's Office; we follow their guidance. ShootCert will support you throughout the complaints process, providing pre-written complaint letters and any evidence as required. It can seem tedious and it takes time. In these rare cases - what some problematic GPs ultimately hope for, is that we give up and go away! However, our process works. Stick with us - we will be there for you until a successful outcome.
Yes, we can accept hard-copy medical notes. These should be sent directly to ShootCert from your GP using a tracked Royal Mail postal service to:
ShootCert
PO Box 1700
NORTHAMPTON
NN2 1LE
Please note that courier services such as DHL, DPD, or Evri, cannot be used to send to a PO BOX address in the UK.
They can be given to you to forward on to ShootCert however they MUST remain unopened in the GP's original sealed envelope. If collecting your sealed notes from your GP, they may require a consultation beforehand and your ID. Any deviation from these requirements can mean the verifying doctor is unable to produce your medical certificate.
If you already have your medical notes as a hard copy in your possession, read this answer.
No, because you are not registered with an NHS GP service, we won't be able to obtain your medical notes. Learn more about Defence Medical Services (DMS).
Yes, we can return your hard-copy medical notes to you. ShootCert stores your hard copy notes for 3 months from the date of your certificate in case the Police need to query the contents with ShootCert. There is a fee of £12+VAT to cover our admin, storage and postage.
If you choose not to have your notes sent to you, all hard-copy medical notes are securely shredded and disposed of after 3 months at no cost to you.
No. We will provide you with the completed parts of Form 201 (the last 4 pages). This consists of your signed police medical consent form and our completed ShootCert medical pro forma (medical certificate).
Yes. The Home Office statutory guidance requires that a firearms medical pro forma is provided by a GMC registered doctor and has a current licence to practice as either a GP or is on the Specialist Register with the General Medical Council (GMC): Learn more.
If you are unable to provide a GP practice email address and you don't have access to a printer, your pre-written consent letters are printed by ShootCert and posted to your home address. You are then required to hand-deliver them to your GP practice. We recommend you do this because it improves engagement between you and the practice for requests of this nature. It also gives your surgery the opportunity to discuss their consent protocols and confirm your identity. Therefore, take some ID with you in case they ask.
In most cases, the medical certificate will be sent to you. You must then add it to your shotgun/firearm application to send to your Police Firearms Department. In some cases, a copy of the certificate may be sent directly to your Police Firearm Department if our verifying doctor considers their report to warrant Police attention.
Generally speaking, for shotgun/firearm certificate renewals, you should apply with ShootCert for your medical pro forma about four to five months before your current licence expires. This allows plenty of time to receive a copy of your medical notes from your GP.
Tip: If your renewal is more than 4 months away, use our Renewal Reminder Service.
In the case of first-time AND renewal applications, an increasing number of Police Firearms Departments now require your entire medical history to be verified - even if your application is for a renewal. Therefore, to avoid delays as policies quickly change, ShootCert will - as of Jan 1st 2022 - require your entire medical history for every application type regardless of which Police Firearms Department you are applying to. Our requirements are clearly worded in the pre-written letter of consent that will be sent to you and your GP after you have successfully applied and paid with ShootCert.
This all depends on your GP and how long it takes them to send us your medical notes. Please see our How It Works page which is a guide to the expected timeline. For all renewal applications, apply early.
Once we have received your medical notes and they have been checked for their suitability, we will endeavour to send you your medical certificate within 5 to 10 working days.
The Statutory Guidance does not state the length of validity, although many forces apply a six-month cut-off. Check with your local firearms department for their guidance.
The Home Office statutory guidance for Chief Officers of Police states that when our medical certificate is being provided to the Police firearms department, our doctor MUST have received the patient's medical notes direct from the GP practice and not via the applicant. This is simply to ensure that the medical notes that the verifying doctor at ShootCert receives are authentic, complete and unmodified. However, in some circumstances we can accept medical notes in your possession as long as the following is adhered to:
Hard Copy Medical Notes:
If the medical records in your possession are a hard copy, they MUST be in the GP's original sealed envelope and unopened. Put the envelope in a sturdy/padded bag and send it to:
ShootCert
PO Box 1700
NORTHAMPTON
NN2 1LE
Use a tracked Royal Mail postal service to ensure safe delivery. Your medical records must be the latest copy of your entire medical history and not just a summary.
Please note that courier services such as DHL, DPD, or Evri, cannot be used to send to a PO BOX address in the UK.
PDF or other file formats
If the medical notes in your possession are in a digital format such as a PDF or other format - we CANNOT accept these. This is because there is no way of knowing if the files are authentic or the complete medical notes. In some cases - if that is all that is available. ShootCert has a responsibility to inform the Police that the medical notes have NOT come from the GP but from the patient. This could delay your application or it could mean that your application for a shotgun/firearm application is rejected.
Physical media such as CD's & USB Sticks
In exceptional circumstances, some GP's will provide digital files on physical media to the patient. If you have physical media in your possession it MUST be in the GP's original sealed envelope and unopened. Pop the envelope in a sturdy/padded type envelope and send to ShootCert using a signed/tracked postal service. Please send to the address above.
Medical conditions that could be relevant include:
ShootCerts doctors require sight of your full medical record to enable the doctor to confirm whether you are or have been, diagnosed or treated for any relevant medical conditions, including mental health conditions. You do have the right to withhold certain information from the medical history provided, however, you acknowledge that in doing so, the completed medical proforma certificate may be considered unfit for purpose. For example:
From the date of your application, if we haven't heard from your GP within 25 days, you will receive an email notification from ShootCert. This is to prompt you to get in touch with your GP to move things on with your SAR. If we still haven't heard from them after 5 to 10 days after our reminder, please let us know and we will send you a letter for your GP to remind them of their legal obligation to comply.
Your medical notes are kept for approximately 10 years. This is so we can refer back to them should the Police query a certificate.
Hard copy records are stored for approximately 3 months and then securely shredded unless you want them returned to you https://www.shootcert.co.uk/faqs/#returns. Your application data is archived securely. Please see our Privacy Policy for more information about how ShootCert handles your data.
This is not a problem. We have two other GP practice communication options to choose from during your application:
Tip: take some ID with you in case they ask for it.
Subject Access Request (SAR) – is the term used for accessing your personal data:
https://www.nhs.uk/nhs-services/online-services/find-nhs-number/
You should also be able to find your NHS Number on any letter or document you have received from the NHS, including prescriptions, test results, and hospital referral or appointment letters. If you cannot find your NHS Number in these ways, use the link above or you can ask your GP practice to help you.
Find a territorial Police force:
Opens in new window: https://www.shootcert.co.uk/police-firearm-contacts/
We take the security and reliability of email delivery seriously. Outbound email notifications from shootcert.co.uk are authenticated using SendGrid to preserve our domain reputation and optimise inbox delivery at scale. Occasionally mail providers are cautious about letting some notification emails pass through their firewall and security measures. Notifications from our website can end up in your spam or junk folder. If nothing is in your inbox or spam folder, let us know using our contact form. We can easily resend any correspondence you may have missed.
ShootCert Ltd operates shootcert.co.uk, which provides Medical Information Proforma Services. This page is used to inform website visitors regarding our policies with the collection, use, and disclosure of Personal Information if anyone decides to use our services. If you choose to use our service, then you agree to the collection and use of information in relation to this policy. The Personal Information that we collect is used to identify you and to provide and improve our services. We will not use or share your information with anyone except as described in this Privacy Policy. The terms used in this Privacy Policy have the same meanings as in our Terms and Conditions unless otherwise defined in this Privacy Policy.
For a better experience, while using our Service, we may require you to provide us with certain personally identifiable information, including but not limited to your name, phone number, date of birth, and postal address. The information that we collect will be used to contact or identify you.
We store your data on secure servers in the United Kingdom using compliant third party encryption methods. Emails sent to and from shootcert.co.uk containing your data are ISO27001:2013 certified and compliant with the ISB 1596 NHS Secure Email Standard.
We want to inform you that whenever you visit our website, we collect information that your browser sends to us which is called Log Data. This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser version, pages of our service that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
Cookies are files with a small amount of data that is commonly used as an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer’s hard drive.
Our website uses these “cookies” to collect information and to improve our Service. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our website.
We may employ third-party companies and individuals due to the following reasons:
We want to inform our Medical Information Proforma Services users that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.
We value your trust in providing us with your Personal Information, thus we are striving to use commercially acceptable means of protecting it. But remember that no method of transmission over the internet, or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security.
Our Service may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
Our Services do not address anyone under the age of 13. We do not knowingly collect personally identifiable information from children under 13. In the case we discover that a child under 13 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to do the necessary actions.
Shootcert operates as both a data controller and a data processor.
Our data protection officer is James R.
You have the right to be informed about the collection and use of your data which is outlined in the policy.
* You can contact us to request this information. If you believe that any of the information we hold about you is incorrect, please get in touch so that we can put that right.
We may update our Privacy Policy from time to time. Thus, we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately after they are posted on this page.
If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us.
Version 1.1 Updated 21 Dec 2020
https://www.nhs.uk/nhs-services/online-services/find-nhs-number/
You should also be able to find your NHS Number on any letter or document you have received from the NHS, including prescriptions, test results, and hospital referral or appointment letters. If you cannot find your NHS Number in these ways, use the link above or you can ask your GP practice to help you.