Policy on the Storage and Handling of Disclosures
General principles
As an umbrella organisation using the Criminal Records
Bureau (CRB) Disclosure service to help organisations assess the
suitability of applicants for positions of trust, Wychavon District
Council complies fully with the CRB Code of Practice regarding the
correct handling, use, storage, retention and disposal of
Disclosures and Disclosure information. It also complies fully with
its obligations under the Data Protection Act and other relevant
legislation pertaining to the safe handling, use, storage,
retention and disposal of Disclosure information and this written
policy on these matters, is available to those who wish to see it
on request.
Storage & Access
Disclosure information is not stored by Wychavon District Council
as an umbrella body and only the Lead Signatory and registered
Countersignatories are permitted to view any Disclosure information
received from the CRB.
Where Wychavon District Council uses its umbrella body facility
to carry out disclosure checks on potential employees, disclosure
information is never kept on an applicant's personnel file and is
always kept separately and securely, in lockable, non-portable,
storage containers with access strictly controlled and limited to
those who are entitled to see it as part of their duties.
Handling
In accordance with section 124 of the Police Act 1997, Disclosure
information is only passed to those who are authorised to receive
it in the course of their duties. We maintain a record of all
those to whom Disclosures or Disclosure information has been
revealed and we recognise that it is a
criminal
offence to pass this information to anyone who is not
entitled to receive it.
Usage
We will ensure that Disclosure information is only used for the
specific purpose for which it was requested and for which the
applicant's full consent has been given.
A
cting as an Umbrella Body
Before acting as an Umbrella Body (one which countersigns
applications and receives Disclosure information on behalf of other
employers or recruiting organisations), we will take all reasonable
steps to ensure that they can comply fully with the CRB Code of
Practice. We will also take all reasonable steps to satisfy
ourselves that they will handle, use, store, retain and dispose of
Disclosure information in full compliance with the CRB Code and in
full accordance with this policy. We will also ensure that
any body or individual, at whose request applications for
Disclosure are countersigned, has such a written policy and, if
necessary, we will provide a model policy for that body or
individual to use or adapt for this purpose.
Registered Body Number 20037300002.
