CRB Disclosure Policy Statement For Organising Using
Care Dynamics Ltd As An Umbrella Body

Acting as an Umbrella Body

When acting as an Umbrella Body (one which countersigns applications and received Disclosure information on behalf of other employers or recruiting organisations), we have to take all reasonable steps to satisfy ourselves that each organisation that we act for in this capacity, will handle, use, store, retain and dispose of Disclosure information in full compliance with the CRB Code and Policy.

Details of the CRB standard policy is therefore set out hereunder, and each organisation using our Umbrella Service is therefore obliged to sign a copy of this document and return it to Care Dynamics Ltd, to confirm that they will adhere to this policy in full.

Storage and Access

Disclosure information must be kept 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 must only be passed to those who are authorised to receive it in the course of their duties. A record must be maintained of all those whom Disclosures or Disclosure information has been revealed and we acknowledge that it is a criminal offence to pass this information to anyone who is not entitled to receive it.

Usage

Disclosure information must only be 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, you must not keep Disclosure information for any longer than necessary. This should generally be for a period of up to 6 months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, you considered that it is necessary to keep disclosure information for longer than 6 months, you must consult the CRB about this and 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, you must ensure that any Disclosure information is immediately destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information must not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). You should 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, you 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.