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 Counter-signatories 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.

Acting 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.