Data will be stored in various systems including your personnel file (for employees) and other IT systems used by HR including databases, shared drives on secure servers and email.
Records of checks undertaken are stored in a database and deleted according to the category of applicant:
- Details of checks for employees of the council are deleted 6 years after employment ceases for consistency with deletion of other personnel records
- Details of checks for prospective employees of the council who are not appointed are deleted one year after the check request
- Details of checks for council volunteers will be deleted 5 years from the check date unless the volunteer is a member of the DBS update service and still actively volunteering in which case the check details will be retained until the volunteer ceases to volunteer
- Details of checks carried out for organisations under the council’s umbrella body status are be deleted 5 years from the date of the check request.
DBS application forms are sent to the disclosure and barring service with no copies retained, other than a scanned copy of the back page only for checks for volunteers which is retained as evidence that a volunteer (free of charge) check was requested. The scanned copies are only retained until the invoice from DBS has been processed and any disputes dealt with, which is a maximum of 3 months from date of check request.
Documentary evidence sheets and volunteer declaration forms are destroyed 3 months from date of check request.
Copies of DBS disclosure certificates will be securely destroyed a maximum of 6 months from date of issue – they are only retained to allow a suitability decision to be taken and any dispute re accuracy of content of disclosure certificate to be resolved.
Any correspondence from the DBS including letters and photographs received as part of finger printing requests, will be securely destroyed it wihin 6 months from date of receipt.
For employees, information on your personnel file and criminal record risk assessment forms will be will be deleted 6 years after your employment with the council ceases.
For prospective fosterers and adopters or those currently fostering, the council will only hold details of household members and regular visitors for the limited period between collection of the data by the social worker and confirmation that the disclosure certificate has been issued as it is only held for the purpose of assisting Humberside police in carrying out a home-based check as part of the DBS check.
Contact detail records for organisations using the council as an umbrella body and for direct payments users will be deleted on receipt of notification that checks will no longer be processed via the council once all outstanding queries/payments have been dealt with.
DBS update service consent forms are retained indefinitely to evidence consent for the council to access records on this online system.
The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page.
Details of how we keep your information secure are available on the general privacy information page.