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Worcestershire County Council Policy on the Secure Storage, Handling, Use, Retention and Disposal of Disclosures and Disclosure Information.

As an organisation using the Criminal Records Bureau (CRB) Disclosure service, Worcestershire County Council complies with the CRB Code of Practice, the Data Protection Act, and other relevant legislation regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information.

Storage and Access:

Disclosure information will not be kept on an applicant's personal file and will be kept separately and 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 is only passed to those who are authorised to receive it in the course of their duties. We will maintain a record of all those to whom Disclosures or Disclosure information has been revealed and we recognise that 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:

We do not keep Disclosure information for any longer than is absolutely 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, we will consult the CRB about this.

Disposal:

Once the retention period has elapsed, we will ensure that any Disclosure information is immediately suitably destroyed by secure means -i.e., shredding, pulping or burning. While awaiting destruction, Disclosure information will be kept securely. 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 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.