Records Control Policy


The Association of Ringing Teachers complies fully with the obligations of the Data Protection Act 1998 and the DBS Code of Practice regarding the safe handling, use, storage, retention and disposal of certificate and personal information of volunteers and paid employees.

Policy

Storage and Access

Disclosure information will be kept locked with access strictly limited to those who are entitled to see it as part of their duties.

Handling

Disclosure information is only passed to those who are authorised to receive it in the course of their duties. ART maintains a record of all those to whom disclosure information has been revealed and 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

Once a membership decision has been made we do not keep DBS paper disclosure certificates for longer than is necessary. This is generally for a maximum period of up to six months, to allow for the consideration and resolution of any disputes or complaints. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail. A note of the certificate number and date checked will be retained and screen prints of online disclosures and permission to check is retained.

Disposal

The Association of Ringing Teachers will ensure that any Disclosure information is destroyed by secure means, i.e. by shredding, pulping or burning. However, we may keep a record of the date of issue of a Disclosure, the name of the subject,type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure, a print of the update service screen and permission to check.

Last Modified: January 2017

Last Reviewed: January 2017