The Bowlby Centre CRB Policy

1. General principles

As an organisation using the Criminal Records Bureau (CRB) Disclosure service to help assess the suitability of applicants for positions of trust. The Bowlby Centre complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. We also comply fully with our obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information.

2. Requirements

2.1 All students on the taught and post-taught sections of the training are required to have an enhanced CRB disclosure. This must take place before the commencement of the second term of the first year. For students who have taken a break from the course after their second year of training, the enhanced CRB Disclosure must take place before commencement of the second term of their year. Disclosures will be repeated every three years.

2.2 Registered members of the Bowlby Centre are required to have an Enhanced CRB Disclosure as part of their conditions of membership by August 2011. The organisation will accept disclosure obtained from other organisations. However, a member chooses to use a Disclosure obtained elsewhere (and any subsequent renewals), the original must be presented to the BC staff responsible for CRB Disclosures before membership can be renewed or referrals received from the organisation. Members with Disclosures obtained through the Bowlby Centre will need to repeat an enhanced disclosure every three years.

2.3 All paid and volunteer staff at the Bowlby Centre with client contact as indicated in the Vetting and Barring legislation are required to have an enhanced CRB Disclosure by August 2011. Disclosures will be repeated every three years.

3. Storage and access

Disclosure information is kept 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.

4. Handling

In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it.

5. 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.

6. Retention

Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is necessary. Disclosure information is kept 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 and will give full consideration to the data protection and human rights of the individual before doing so. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail.

7. Disposal

Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). 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 will 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. This enables us to ensure that all persons with membership at the centre and who are receiving referrals from the organisation comply with the {NAME OF ACT}


30th July 2010 SGM