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DBS checks

Handling of DBS Information

Secure storage, handling, use, retention & disposal of disclosures and disclosure information.

General Principles

As an organisation using the Disclosure and Barring Service (DBS) to help assess the suitability of applicants for positions of trust, York St John University complies fully with the DBS 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 1998 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 on request.


Storage and Access

Disclosure information is kept securely, in locked storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.


Handling

No information regarding criminal convictions or disclosure will be released to any individual or organisation not authorised to receive it under Section 124 of the Police Act Part V 1977.

The counter-signatories will ensure that information supplied will only be released to the Registrar, Vice Chancellor, Dean of Faculty and Head of Programme who are empowered to make the recruitment decision. The information will also be seen by a designated member of the Registry team who will handle the disclosure process.


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, Disclosure information for any longer than is 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, DBS will be consulted and full consideration with regard to the data protection and human rights of the individual will be given 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,  any Disclosure information will be immediately 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 or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we will keep a record of the date of issue of a Disclosure, the name of the subject, the unique reference number of the Disclosure and the details of the recruitment decision taken.

These records will be stored securely within Registry and it is recognised that the files will be consulted by Registry staff in connection with their duties.

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