Policy Statement
General Principles
As an organisation using the Criminal Records Bureau (CRB) Disclosure service to help, assess the suitability of applicants for positions of trust, Domiciliary Care Association Wales 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 has a written policy on these matters, which is available to those who wish to see it on request.
Storage & Access
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 authorized 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 recognize that it is a criminal offence to pass this information to anyone who is not entitled to receive it.
Usage
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.
Retention
Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is absolutely necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six-months, we will consult the CRB about this and will give full consideration to the Data protection
and Human Rights individual subject before doing so. Throughout this time, the usual conditions regarding safe storage and strictly controlled access will prevail.
Disposal
Once the retention period has elapsed, we will ensure that any disclosure information is suitably destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). We will not keep any photocopy or other image of the disclosure. However notwithstanding the above, we may keep a record of the date of position for which the Disclosure was requested, the position
for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.
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 organizations), we will take all reasonable steps to ensure that they 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/private individual, at whose request applications for Disclosure are countersigned, has such a written policy and, if necessary, will provide a model policy for that body or individual to use or adapt for this purpose.
Downloads ( Word Documents, click the link to download)
CRB Documentary Evidence Sheet.
Additional Information Sheet.