Applicable to all who hold a Medical Certificate for a Class 1, Class 2, Class 3, or LAPL applying for or renewing a medical certificate. Also applicable to all who wish to make, amend or withdraw a medical self-declaration.

Anyone holding a medical certificate or wishing to make a medical self-declaration will need an online CAA Customer Portal Account to access the new medical service. It is now no longer possible to use an Avoka form for medical self-declaration.

We have been sending out individual emails and SMS reminder messages two to three months before the individual's medical certificate expiry date. The email will include instructions on how to create a CAA portal account (if you do not already have one) and apply for the medical service. 

• Without a valid CAA portal account there could be delays issuing your next medical certificate.
• Please follow Portal Account Creation Guide to proceed
• Portal Registration will take a minimum of 10 days to process. 

To allow us to prioritise medicals that are due for renewal you should apply for a CAA Customer Portal account and medical service if your medical certificate expires (or you have a medical examination planned) in the next two months. 

I've received an email or SMS from the CAA

The email / SMS is specific to you, we are contacting all medical certificate holders by email between two and three months before their expiry date. 

If your medical is due for renewal in the next two months please sign up now. This is so we can prioritise those coming up for renewal. Please follow the instructions in your email or by following the Portal Account Creation Guide to proceed.

I have not received an email or SMS from the CAA

We are contacting Medical Certificate holders at least two - three months before their expiry date by email/SMS for those expiring after the 28 March 2021. This is so that the CAA can prioritise those coming up for renewal. Please ensure you have your latest contact details registered with the CAA. 

• Check your junk mail folder, the email will be sent from MSRP@caa.co.uk.
• If your medical certificate expires and/or you have a medical examination planned in the next two months , you should apply for a CAA Customer Portal account and the new medical service.

My self-declatation page does not include my name and/or unique reference number

If the printable self-declaration confirmation page does not include the pilot's name and/or unique reference number it is therefore not visibly associated with the pilot. While there is no legal obligation to carry the medical self-declaration page, we understand that some pilot's wish to keep this with their licence for the purposes of evidencing their credentials. In addition, we do appreciate some pilot training organisations providing self-hire perform a basic check of the pilot's credentials as part of due diligence. 

We therefore propose that the pilot print and countersign the medical self-declaration page with the following: 

'I confirm this pilot medical declaration print out is applicable to me and is correct' 

Print Name

CAA Reference Number

Sign

This enables a check of the signature against that of the pilot's licence for assurance purposes if required. 

Applying for your next Medical Certificate

Unless you completed your medical examination before the launch of the new system, you will need to apply for a medical certificate through the CAA Customer Portal instead of completing a paper application form when you see your Aero Medical Examiner (AME). You will still be issued with a paper medical certificate by your AME and you can still go to your GP should you require a LAPL (just fill in your LAPL form first via Cellma).

When Cellma launches, the CAA charge for your Medical Certificate application will be paid directly to the CAA instead of being incorporated into the charges that your AME has to pay to the CAA (this is not a new charge). The charge, which applies to Class 1, 2, and 3 medical certificates, will be payable by credit or debit card when you complete the online application form, using the secure World Pay payment site. The amount payable for the affected certificates is published in the CAA Scheme of Charges, and there has been no change to the charges payable in the current financial year. 

The introduction of Cellma does not impact how you book your medical appointment, you should continue to book your appointment with your AME in usual manner. The changes mean that you will no longer complete a paper medical certificate application form when you attend your medical assessment with your AME. You will instead need to complete the online application form in Cellma, accessed via the CAA Customer Portal and new 'Medical' service, in advance your appointment with the AME.

Visiting an AME certificated by a EASA member state (but not the UK CAA) for your next medical

From 1 January 2021 EU medical certificates issued by non-UK EU AMEs may be 'recognised' by the UK but only if the AME's approval certificate was valid on or before 31 December 2020 and had not expired, been suspended or revoked when the medical examination was performed. You will need to apply for a medical certificate through the new system and therefore are required to create a portal account. Once your application is completed, you will be able to print off a copy of the application to take to your non-UK AME .To be recognised by the UK, all the forms and tests relating to the medical, the medical certificate, and the current approval certificate of the AME must be sent to the UK CAA Medical Department. From 1 January 2023, examinations and assessments performed by EU AMEs will not be recognised unless a separate AME or AeMC approval has been granted by the CAA to perform UK medicals.

Creating a CAA Customer Portal Account

Here you will find the Portal Account Creation Guide. This will help you through the process of creating your account.

You will be asked to create a unique Username and Password, and to activate your account. You will then need to apply to use the new Medical Service. Under “Apply To Use These Services”, click on the Medical link. This will prompt you to verify your identity, by entering your personal details including your CAA reference number and uploading copies of two pieces of documentation; an identity document, such as a passport, and a proof of residential address, such as a utility bill. This extra verification is required due to the information held being critical medical details. Once you have verified your account, there is no further action to take.

The CAA takes data protection very seriously and is fully compliant with the requirements of GDPR. We assure you that any personal data you submit will be held securely. Read our general privacy notice.

The CAA customer authentication is based on creating a unique username and password that provides access to the account information we hold. All those that register (Class 1, Class 2, Class 3, LAPL and Medical Healthcare professionals) for new 'Medical' service(s) will also need to go through a Multi Factor Authentication step to access Cellma and their personal medical records when this launches end of March.

Access to personal record

To access your own personal medical record and to track the progress of applications and referrals to the Authority, you will need to have an identification check. This identification check can be carried out either face to face with an Aeromedical Examiner (AME) or at the CAA Medical Department when you attend for an appointment with a CAA consultant.

You will be able to view data recorded on your Cellma record once this “ID Verification” step is completed by the AME/CAA in Cellma. Prior to this you will be able to submit new applications and view these in Cellma. 

For guidance on how to use to use the new medical system 'Cellma' accessed via the CAA Customer Portal please see the Cellma applicant guide.

This guide will help you to navigate the new system and take you through the steps for applying for a Class 1, Class 2, Class 3 and LAPL. 

How we use your information

The UK CAA's Medical Department collects and stores your name, address, email address, telephone number and medical data for the purpose of overseeing fitness of Pilots and Air Traffic Control Officers (ATCOs), and for formulating guidance on medical standards.  This incorporates all medical examinations associated with the initial issue, and revalidation or renewal of medical certificates for both private and commercial pilots and air traffic controllers. A medical fitness assessment encompasses the physical, mental and psychological fitness of aviation personnel.

The Medical Department also undertakes research into aircrew health and many other aspects of flight safety including the health of air traffic controllers. 

Why we process your personal information

The processing of your personal information is necessary for compliance with a legal obligation to which we are subject. 

Who sees your personal information and why

The CAA takes data protection very seriously and keeps a complete record of who has access to your data and any actions made against your record. Enforcement action will be taken against any misuse or inappropriate access to your data.

The system used to process your information is called Cellma.  An applicant can access their own personal data and medical record in Cellma. 

Limited CAA medical staff use Cellma to access to your data in order to complete their routine, working functions.  Aero Medical Examiners (AME), AME administrative and clinical staff, and other health professionals including cardiologists, optometrist and ophthalmologists all have access to your data in Cellma. In all cases, users only have the level of access required to undertake their role in supporting regulatory, certificatory and enforcement functions.

Access to Cellma is regularly monitored and audited by the CAA.  

Cellma is provided by RioMed, a UK-based company. RioMed also has offices overseas. 

All of the CAA Medical data, including a full backup, is stored within the UK. A small number of CAA and RioMed IT staff have controlled access to your information for the purpose of system support. Technical system support provided by RioMed is performed by their India office. They do not have routine or regular access to your data. Access will be made on a case-by-case basis with necessary safeguards in place. The usual reason for accessing the system will be to fix a technical problem.

In the event that we do transfer personal data to outside of the EU, we ensure that there are appropriate safeguards in place to certify that it is adequately protected as required by data protection legislation.

We will also disclose personal information to other bodies or individuals when required to do so by, or under, any act of legislation, by any rule of law, and by court order.

More information about RioMed.

We need to share some of your non-medical personal data with Worldpay, based in the UK, for the purpose of processing payments. The CAA does not process or store any of your payment card data. The processing of your personal data is necessary for the purposes of our, or our third party's contract and does not affect your fundamental rights and freedoms as a data subject.

To ensure secure customer identity and access management, Multi-Factor authentication is used. The CAA uses Azure Active Directory B2C. Azure Active Directory (Azure AD) B2C is Microsoft's business-to-consumer identity management service. Your username and phone number is required during the authentication process. No other personal data is shared during the authentication process. 

Information about privacy at Microsoft. 
 
If your AME or medical professional is located outside of the EU the CAA has safeguards in place to ensure the security of your information, in compliance with GDPR regulations.

How long we keep your personal information and why

The CAA Medical Department Records Retention Schedule states that Private Pilot medical records will be kept for 10 years following the expiry of the last medical certificate issued, at which stage any medical records held will be archived. Class 1 and Class 3, or for any pilot who has flown commercially, medical records are kept for 70 years (for research purposes - any data used is anonymised). 

Your individual rights

You may submit an enquiry or make a complaint at any time by emailing  FOI.requests@caa.co.uk.  Further rights as a data subject can be found here.  Contact details of the CAA's Data Protection Officer can be found here.  You have a right to complain to the ICO about the CAA's processing of personal data.  Access to our General privacy notice can be found here.

This privacy notice is subject to change.

For GPs undertaking a LAPL certification please access Cellma.

• GP LAPL user guide
• GP LAPL pack
• LAPL decrease in medical fitness
• LAPL quick guide for GPs (CAP 1127GP)
• LAPL quick guide for pilots (CAP1127P)

• New applicants 
• Existing pilots
• Guidance Material (GM)
• Information for non-UK certificate holders (SOLI)
• Medical certificate validity table
• Documents for download
  
  
  

• Balloons and airships
• National private pilot licence (NPPL)
• Private pilot licence (PPL) 
  • New applicants
  • Existing pilots
  • Guidance Material (GM)
• Information for non-UK certificate holders (SOLI)
• Medical certificate validity table
• Documents for download
   
  
  

• New applicants
• Existing certificate holders
• Requirements for EU class 3
• Decrease in medical fitness
• Medical certificate validity table
• Documents for download
  
  

• Medical requirements for cabin crew - information for cabin crew
• Guidance Material (GM)
• Decrease in medical fitness
• Medical requirements for cabin crew - information for health professionals
• Medical requirements for cabin crew - information for airline operators

• How to become an AME
• Medical guidance material
• Connecting with the CAA
• CPD in aviation and space medicine
  
  
  

The UK CAA's Medical Department collects and stores your name, address, email address, telephone number and medical data for the purpose of overseeing fitness of Pilots and Air Traffic Control Officers (ATCOs), and for formulating guidance on medical standards.  This incorporates all medical examinations associated with the initial issue, and revalidation or renewal of medical certificates for both private and commercial pilots and air traffic controllers. A medical fitness assessment encompasses the physical, mental and psychological fitness of aviation personnel.

The Medical Department also undertakes research into aircrew health and many other aspects of flight safety including the health of air traffic controllers. 

The processing of your personal information is necessary for compliance with a legal obligation to which we are subject. 

We need to share your non-medical personal data with Worldpay, based in the UK, for the purpose of processing payment. The processing of your personal data is necessary for the purposes of our, or our third party's contract and does not affect your fundamental rights and freedoms as a data subject.  

For organisations located outside of the EU the CAA has safeguards in place to ensure the security of your information.  

We retain your personal information as follows:

You may submit an enquiry or make a complaint at any time by emailing FOI.requests@caa.co.uk.  Further rights as a data subject can be found here.  Contact details of the CAA's Data Protection Officer can be found here.  You have a right to complain to the ICO about the CAA's processing of personal data.  Access to our General privacy notice can be found here.

This privacy notice is subject to change.