Pillar Kincardine Policy  -  Disclosure Protection  -  Revised version adopted 24 April 2011

Disclosure Protection

Secure Handling, Use, Storage and Retention of Disclosure Information

In accordance with the Scottish Government Code of Practice for registered persons and other recipients of Disclosure Information (see note*), Pillar Kincardine will ensure the following practice is followed.

• Disclosures will be requested only when necessary and relevant to a particular post and the information provided on a disclosure certificate will only be used for recruitment purposes.
• We will ensure that an individual's consent is given before seeking a Disclosure, and will seek their consent before using disclosure information for any purpose other than recruitment.
• We will ensure that all sensitive personal information that is collated for the purposes of obtaining an Enhanced Disclosure will be managed confidentially at all times by those involved in the Disclosure process.
• Where non-conviction Disclosure information is provided to Pillar Kincardine by a Chief Constable or Chief Officer of a relevant Police Force and not to the Disclosure Applicant concerned, we will not disclose the actual details of the Disclosure information to the Disclosure Applicant, or where it was resourced; but may inform them, if asked, that additional information has been provided, should this information affect the recruitment decision.
• Disclosure information will be shared only with those authorised to see it in the course of their duties.
• Disclosure information will be stored in a locked non-portable container, for a maximum of 90 days.  Only those authorised to see this information in the course of their duties will have access to this container.
• Disclosure information obtained by us will be destroyed by shredding.  No image or photocopy of the disclosure information will be retained.  We may, however, keep a record of the following:
  • Date of issue of disclosure
  • Name of subject
  • Disclosure type
  • Position for which disclosure was requested
  • Unique reference number of disclosure
  • Recruitment decision taken.

We will ensure that all staff with access to Disclosure information are aware of this policy and have received relevant training and support.  Furthermore, we undertake to make a copy of this policy available to any applicant for a post with Pillar Kincardine that requires a Disclosure.

Note: This policy should be read in conjunction with our policy on the Recruitment of Ex-Offenders.

*Note: Disclosure information means conviction information [spent and unspent convictions] and non conviction information [provided by Chief Constables/Chief Officers of relevant Police Forces] which can be contained in an Enhanced Disclosure Certificate.

Pillar Kincardine Policy  -  Disclosure Protection  -  Revised version adopted 24 April 2011