Secure Storage, Handling, Use, Retention & Disposal of Disclosures and Disclosure Information Policy

General Principles

As an organisation using the Criminal Records Bureau (CRB) Disclosure service to help assess the suitability of applicants for positions of trust, GetWise Project Ltd, complies fully with the CRB Code of Practice regarding the correct handling, use, secure storage, retention and disposal of Disclosures and Disclosure information.  It also complies fully with its obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information

Storage & Access

Disclosure information is kept securely and access to it is 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 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 decision has been made we do not keep Disclosure information for any longer than it is necessary.  This is generally for a period of up to 6 months, to allow for consideration and resolution of any disputes or complaints.  If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than 6 months, we will consult the CRB about this and will give full consideration to the data protection and human rights of the individual before doing so.  Throughout this time the usual conditions regarding the safe storage and strictly controlled access will prevail.

Disposal

Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means (i.e. shredding).  While awaiting destruction, Disclosure information will not be kept in any unsecured receptacle.  We will not keep a photocopy or other image of the Disclosure beyond the date of disposal.  However, not withstanding the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Recruitment of Ex-Offenders Policy

As an organisation using the Criminal Records Bureau (CRB) Disclosure service to help assess applicants’ suitability for positions of trust, GetWise Project Ltd complies fully with the CRB Code of practice and undertakes to treat all applicants for positions fairly.  It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed.

GetWise Project Ltd is committed to the fair treatment of its staff, potential staff or users of its service , regardless of race, gender, religion, sexual orientation, responsibilities of dependants, age, physical / mental disability or offending background.

We actively promote equality of opportunity for all with the right mix of talent,  skills and potential, and welcome applications from a wide range of candidates including those with criminal records.  We select all candidates for interview based on their skills, personal qualities, qualifications and experience.

A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned.  For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.

Where a Disclosure is to form part of the recruitment process, we encourage all applicants called to interview to provide details of their criminal records at an early stage in the application process.  We request that this information is sent under separate, confidential cover to a designated person within GetWise Project Ltd and we guarantee that this information will only be seem by those who need to see it as part of the recruitment process.

Unless the nature of the position allows GetWise to ask questions about your entire criminal record, we only ask about unspent convictions as defined by the Rehabilitation of Offenders Act 1974.

We ensure that all those in GetWise who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences.  We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders e.g. the Rehabilitation of Offenders Act.

At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position.  Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.