Data protection and information rights
This leaflet explains what your rights are under the Data Protection Legislation and how you can exercise them.
PPSS My Information My Rights Leaflet
Privacy notices for groups
PSS works with different funders, staff, supporters, care providers and commissioners – and have to keep their data for different reasons. below are the privacy notices for those groups of people
Privacy Notices for people who use our services
If you use a PSS service, we will collect different information for you, for different reasons and might use it in different ways. To find out how we use information for your services – please click on your service below.
How we store, handle, use, retain and dispose of DBS certificates and certificate information
General principles
As an organisation using the Disclosure and Barring Service (DBS) checking service to help assess the suitability of applicants for positions of trust, PSS complies fully with the code of practice regarding the correct handling, use, storage, retention and disposal of certificates and certificate information.
PSS 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 and has a written policy on these matters, which is available to those who wish to see it on request.
Storage and access
Certificate information should be 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.
Handling
In accordance with section 124 of the Police Act 1997, certificate information is only passed to those who are authorised to receive it in the course of their duties. PSS maintain a record of all those to whom certificates or certificate information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it.
Usage
Certificate 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 recruitment (or other relevant) decision has been made, we do not keep certificate information for any longer than is necessary. This retention will allow for the consideration and resolution of any disputes or complaints, or be for the purpose of completing safeguarding audits. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will exist.
Disposal
Once the retention period has elapsed, we will ensure that any DBS certificate information is immediately destroyed by secure means.
PSS will not keep any photocopy or other image of the certificate or any copy or representation of the contents of a certificate. However, notwithstanding the above, we may keep a record of the date of issue of a certificate, the name of the subject, the type of certificate requested, the position for which the certificate was requested, the unique reference number of the certificates and the details of the recruitment decision taken.
More information about your data protection and information rights
For more information, email: data@pss.org.uk