Handling and Safekeeping of DBS Certificate Information 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.


Storage and Access

Basic disclosure information (Certificate Number, Date) will be recorded on SmART Ringer and any certificates and update screen prints will be retained, locked, with access strictly limited to those who are entitled to see it as part of their duties.


Disclosure information is only passed to those who are authorised to receive it in the course of their duties. The ART Safeguarding Officer 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.


Disclosure information is only used for the specific purpose for which it was requested and for which the applicant’s consent has been given.


Paper update enquiry results, permissions to check and details on SmART Ringer will be retained until expiry (5 years) by the Safeguarding Administrator. Any information following a complaint will be retained by the Safeguarding Officer for up to 5 years following completion of any investigation. Any information on a disclosure will be retained by the Safeguarding Officer for up to 6 months to allow for the consideration and resolution of any disputes or complaints. Declaration forms will also be retained for 5 years.


The Association of Ringing Teachers will ensure that any paper-based information is destroyed by secure means, i.e. by shredding, pulping or burning.

Policy History

Last Modified: September 2018

Last Reviewed: July 2020


If you have any questions about this policy or data protection you are invited to contact the Association at: