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Policy on the Handling of DBS Certificate Information at WebxSolution Ltd

Posted in Legal.

1. General Principles

As an umbrella organisation using the Disclosure and Barring Service (DBS) checking service to assess the suitability of applicants for positions of trust on behalf of other employers or recruiting organisations, WebxSolution Ltd complies fully with the DBS code of practice regarding the correct handling, use, storage, retention, and disposal of certificates and certificate information.

The company also complies fully with its obligations under the General Data Protection Regulation (GDPR), Data Protection Act 2018, and other relevant legislation pertaining to the safe handling, use, storage, retention, and disposal of certificate information. WebxSolution Ltd has a written policy on these matters, which is available upon request.

2. Storage and Access

DBS certificate information is kept securely in lockable, non-portable storage containers. Access is strictly controlled and limited to authorised individuals who are entitled to view the information as part of their duties.

3. Handling

In accordance with Section 124 of the Police Act 1997, DBS certificate information is only shared with those authorised to receive it in the course of their duties. WebxSolution Ltd maintains a record of all individuals and organisations to whom certificates or certificate information have been disclosed. It is a criminal offence to share this information with anyone who is not entitled to receive it.

For organisations inspected by bodies such as the Care Quality Commission (CQC), Ofsted, or the Care and Social Services Inspectorate for Wales (CSSIW), retention of certificates may be legally required for inspection purposes. Additionally, organisations requiring certificate retention to demonstrate ‘safer recruitment’ practices for safeguarding audits must comply with the Data Protection Act, Human Rights Act, and GDPR, as well as have policies outlining the correct handling of DBS certificate information.

4. Usage

Certificate information is only used for the specific purpose for which it was requested, and only with the full consent of the applicant. WebxSolution Ltd ensures that any organisation or individual using its services for DBS checks is also compliant with this principle.

5. Retention

Once a recruitment (or other relevant) decision has been made, WebxSolution Ltd ensures that certificate information is not retained for any longer than necessary. This limited retention period allows for the resolution of disputes, complaints, or safeguarding audits. During this period, strict conditions for safe storage and controlled access will remain in place.

WebxSolution Ltd requires organisations using its services to comply with these retention principles and ensures that they understand their responsibilities for secure disposal.

6. Disposal

After the retention period has elapsed, WebxSolution Ltd ensures that all DBS certificate information is securely destroyed through methods such as shredding, pulping, or burning. Pending destruction, the information is not stored in insecure receptacles (e.g., waste bins or confidential waste sacks).

The company does not keep photocopies, images, or representations of certificates. However, WebxSolution Ltd may retain the following details:

  • Date of issue of the certificate
  • Name of the subject
  • Type of certificate requested
  • Position for which the certificate was requested
  • Unique reference number of the certificate
  • Recruitment decision taken

WebxSolution Ltd requires organisations using its umbrella services to adopt similar practices for secure disposal and ensures their compliance with this requirement.

7. Acting as an Umbrella Organisation

As an umbrella organisation, WebxSolution Ltd takes all reasonable steps to ensure that organisations requesting DBS checks through its services handle, use, store, retain, and dispose of certificate information in full compliance with the DBS code of practice and this policy.

WebxSolution Ltd provides organisations with guidance and, if necessary, a model policy to ensure compliance. The company requires confirmation that any organisation or individual using its services has a written policy on the handling of DBS certificate information.

8. Supporting Compliance

WebxSolution Ltd ensures that:

  • All organisations using its services understand and comply with the relevant legislation, including the Data Protection Act 2018 and GDPR.
  • Appropriate training and guidance are provided to those handling DBS certificate information on behalf of these organisations.
  • Regular reviews are conducted to verify that organisations using its services continue to comply with the DBS code of practice.