Last updated: November 4, 2026
IIME keeps accurate records so that certificates can be verified, decisions can be reviewed, and legal obligations can be met. At the same time, we keep personal information no longer than necessary. This Data Retention & Records Policy explains what records we keep, for how long, and how they are protected and disposed of. It supplements our Privacy Policy.
1. Principles
- Necessity: records are retained only for defined purposes.
- Accuracy: records are kept accurate and up to date, and errors are corrected promptly.
- Security: records are protected against unauthorized access, alteration, loss and destruction.
- Proportionality: retention periods balance the needs of verification and accountability against individuals' privacy.
- Secure disposal: records are deleted or anonymized at the end of their retention period.
2. Retention Schedule
The following retention periods apply unless a longer period is required by law, by a pending legal claim, investigation or appeal, or by a specific scheme requirement:
- Certificate register entries (holder name, certificate number, title, scope, issue and expiry dates, status and verification code): retained for the life of the certificate and for at least ten years after its expiry or withdrawal, so that past certification can be verified by employers and authorities.
- Certification application files (eligibility evidence, identification records and decision records): retained for the validity period of the certificate plus one full certification cycle.
- Examination scripts, answer sheets and practical assessment records: retained for at least the validity period of the resulting certificate, or for two years for unsuccessful attempts.
- Remote proctoring recordings: retained for up to twelve months, unless needed for an ongoing investigation or appeal.
- Appeals, complaints and investigation files: retained for six years after closure.
- Financial records (invoices, payments and refunds): retained for seven years, or as required by applicable tax and accounting laws.
- User account data: retained while the account is active and for up to three years after the last activity, after which inactive accounts not linked to certification records are deleted.
- Marketing preferences: retained until you withdraw consent or unsubscribe, after which a suppression record is kept to honor your choice.
- Training center accreditation records: retained for the duration of accreditation and six years after it ends.
- Website logs and analytics data: retained for up to twenty-four months in identifiable form.
3. Records Held by Training Centers
Accredited training centers must retain attendance records, assessment evidence and enrollment documentation for IIME candidates for at least the periods required by their accreditation agreement, and must make these available to IIME on request for audit or investigation. Centers must dispose of such records securely at the end of the retention period.
4. Storage and Security
Records are stored primarily in electronic form within IIME's secure systems. Access is restricted on a role and need-to-know basis, and system activity is logged. Paper records, where they exist, are kept in secure storage and digitized where practical. Backups are maintained to protect against loss.
5. Archiving
Records that are no longer required for day-to-day operations but must be kept for the remainder of their retention period are archived with restricted access. Archived records remain subject to the same security controls.
6. Disposal
At the end of the retention period, records are securely deleted, destroyed or irreversibly anonymized. Electronic records are deleted from active systems and allowed to expire from backups within the normal backup cycle. Paper records are shredded or destroyed by a secure disposal method. Anonymized statistical information may be retained to support scheme development and quality improvement.
7. Legal Holds
Where records are relevant to an actual or anticipated legal claim, regulatory inquiry, investigation or appeal, scheduled disposal is suspended until the matter is concluded.
8. Individual Requests
Individuals may request access to, correction of or deletion of their personal information as described in our Privacy Policy. Because the certificate register exists to protect the public and employers from fraudulent claims of certification, IIME may retain register entries for the period stated above where permitted by law, even after a deletion request. In such cases we will explain our reasons.
9. Review
This policy is reviewed at least annually and whenever legal or operational requirements change.
10. Contact
Questions about this policy or your records may be directed to us using the contact details published on our Contact page.