DBS - Privacy Notice

What this Privacy Notice covers

Your privacy is very important to Breckland District Council.

Breckland District Council is the Data Controller responsible for the personal information you may provide in relation to processing a Disclosure & Barring Service (DBS) check.  Our Data Protection Officer can be contacted by phone on 01362 656870, via email: legal.team@breckland-sholland.gov.uk or by writing to us at Legal Services, Breckland District Council, Elizabeth House, Walpole Loke, Dereham, Norfolk, NR19 1EE.

Your data may be processed by Compass Point Business Services (East Coast) Ltd (CPBS) a company which is owned and controlled by East Lindsey and South Holland District Councils.  Compass Point's Data Protection Officer can be contacted by phone on 01507 613303, via email: performance@cpbs.com, or in writing to Data Protection Officer, Compass Point Business Services, Tedder Hall, Manby Park, Louth, Lincolnshire LN11 8UP.

Why we need your personal data

Your information will be used to process a DBS check and records kept to show that this has been completed. The Safeguarding Vulnerable Groups Act 2006 requires employers to complete a DBS check for employees fulfilling certain duties. Our legal basis for processing your data is to comply with this statutory duty as your employer under Article 6.1(c) of the General Data Protection Regulations. It is our responsibility to ensure that any checks processed against individuals in certain roles, legally should have the checks undertaken in accordance with the criteria as set out in Article 10 of the Rehabilitation of Offenders Act 1974 (Exceptions Order 1975).

The data contained within the DBS disclosure is often sensitive and can contain details of offences or convictions. We have a duty to make sure that any data disclosed is both accurate and relevant.

Where it is necessary to process Special Category data, such as personal data revealing any criminal convictions and offences this is processed under Article 9.2(b) of the General Data Protection Regulations. This is on the basis that processing is necessary for the purposes of carrying out the obligations, exercising specific rights in the field of employment and providing for appropriate safeguards for your fundamental rights and interests.

How your data is used

During the application process for a DBS check the information we need to collect includes:

  • Your name (including pervious surname), address details (including pervious address history within the last 5 years), date and place of birth, and gender
  • Details of your national insurance number (where applicable), passport details (where applicable), driving licence details (where applicable) and Scottish vetting & barring number (where applicable)
  • Personal identification in support of the application
  • Declaration of whether you have any convictions, cautions, reprimands or warnings
  • Position applied for and level of DBS check

We will collect this information via your DBS application form and the identity documentation that you provide; copies are not kept but sent to DBS.

We will need to see the certificate once this has been received, to record the outcome.

A central register of DBS checks is recorded electronically on our computer system, which will include your name, job title, form reference, level of check and renewal date.

We will not use your data for any purpose other than the DBS check for which you have applied.

We share your application in full with the DBS to allow them to complete their checks.

The DBS has access to the Police National Computer (PNC), and from this they will collect identifying details such as name and date of birth of persons for the disclosure function, and they will obtain personal details and conviction information for the barring function.

Other than this, no information relating to you or your application will be shared by us beyond those within Breckland Council who require access for the purpose of processing the application and associated payment (where applicable).

Where you return the DBS certificate to us and it is not clear, we may be required to share the details with the team leader / manager of the department to which your application relates in order to complete a risk assessment to determine suitability for the role.

We will not disclose your personal information to third parties for marketing or sales purposes or for any commercial use, and we will not use your personal data in a way which may cause you harm.

How long the information is kept for

Where your application is successful, we will retain the GDPR declaration form (which confirms that you have read and understood this Privacy Notice) in your personnel file for 6 years post termination of employment.

We do not retain your personal data related to your DBS application/disclosure as the application form is sent to DBS for processing and copies are not kept.

A record of the fact that you have had a DBS check will be held until it is due for renewal, which is 2 years after the check date.

Your rights

You have the right to access your data and correct any inaccuracies.  For further details of your rights please contact the Data Protection Officer or go to ourwebsite for a more detailed explanation.

Please see our website for our fullPrivacy Policy privacy policy.

Last updated: 22/03/2021 14:50:12