Statement of Fair Processing
APCS Policy Statement - Handling - Storage and Access
Usage - Retention - Disposal
Statement of Fair Processing
All personal information provided will be treated with the strictest of confidence and in accordance with the Data Protection Act 1998.
Personal data will only be processed with the consent of the individual for the purpose of administering a Disclosure application. Any information provided will be securely held on a password-protected database with access restricted to named individuals who require access as part of their normal duties.
Information will not be shared with any other third parties outside of the Disclosure process, except where required by Law, without the express consent of the individual.
All information held following a Disclosure application will be securely destroyed when no longer required.
In line with Section 7 of the Act you will be provided with a copy of any information we hold on you, on request.
APCS Policy Statement Regarding:
Secure Storage, Handling, Use, Retention and Disposal of Disclosure Information
APCS are an Umbrella Body of the CRB, using the CRB Disclosure service to help client organisations assess the suitability of applicants for positions of trust. APCS complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of disclosures and disclosure information. APCS also comply fully with the obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of disclosure information.
In accordance with section 124 of the Police Act 1997, disclosure information is only passed to those who are entitled to receive it in the course of their duties. APCS maintain a record of all those to whom disclosure information is revealed, and these individuals are informed that it is a criminal offence to pass this information to anyone who is not involved in the recruitment decision. APCS send paper disclosure documents to the named contact at the client organisation under "private and confidential" banner, with a return address in case of non-delivery. No copies of the document are retained.
Some client organisations elect to receive clear disclosure information electronically (those containing no criminal or additional information). These are sent by Email to a named individual at the client organisation, under "private and confidential" banner. Only a single paper copy of this information may be printed and that will be subject to the same safeguards described in this policy for paper disclosure certificates.
No paper copies of any disclosures are retained by APCS.
Storage and Access
Paper application forms and associated documents are kept securely in lockable, non-portable cabinets with access strictly limited to APCS employees. Once the application form is sent to the CRB, any associated paper documents are disposed of. APCS store details of disclosure applications on computers which are protected from unauthorised access by secure user ids and passwords, and by a hardware firewall. Only APCS staff have access to this information.
Organisations who receive notifications of clear disclosures from APCS by Email, must store such emails in a secure electronic folder with access limited to the named individual at the client organisation to whom it was addressed.
Client organisations are informed that Disclosure information is only to be used for the specific purpose for which it was requested and for which the applicant's full consent has been given.
APCS inform client organisations that a disclosure (both paper and electronic copies) should be retained for no longer than necessary after a recruitment decision is made. This is generally a period of up to 6 months to allow for consideration and resolution of any disputes or complaints.
APCS retain disclosure application information on a secure computer server for a period of 6 months for the purpose of CRB audit if required.
APCS store some applicant information and disclosure number and issue date for 3 years, as evidence that a disclosure has been obtained. This is stored on a secure computer server.
Conviction information appearing on a disclosure is not retained by APCS. Client organisations are informed to retain such information only until a recruitment decision is made which should not be longer than 6 months.
Paper records are shredded when no longer required.
APCS securely delete information due for removal from their computer records by means of a utility program which runs weekly. Disclosure application details and any associated emails, are deleted after 6 months. Remaining information, sufficient only to record that a disclosure has been obtained for the applicant, is deleted after 3 years.
Client organisations are informed they must dispose of paper disclosures certificates securely, by shredding, pulping or burning, when no longer required. They must delete disclosure information received electronically from their computer records when a recruitment decision is made, which should be no longer than 6 months.