Data Protection

Girlguiding provides this facility under license agreement with Atlantic Data Ltd the provider of disclosures.co.uk a wholly owned service provided by Atlantic Data Ltd.

Protection Policy

The following information is provided to assist those using this service.

• Your rights
• Applicant data
• Responsibility for your personal data
• Our retention periods
• Storage of data
• Exemption Rights
• Subject access
• Transfer outside the European Economic Area
• Notification of changes
• Contact details

Your Rights - The following conditions apply when processing personal data:

• Data is only processed with your consent
• Only required information is collected and processed
• Data is only seen by those authorised to do so
• Data is only used for its intended purpose
• Data is only retained for as long as it is necessary
• Data is protected from unauthorised access
• Data is protected from accidental disclosure

Individuals may request information held by us about them by making a Subject Access Request.

Applicant data - We process applicant information for the purpose of completing a Disclosure application form. The information required ensures a Disclosure application can be completed correctly.

Your recruiting organisation are entitled to ask applicants exempted questions under the Exemptions order under the Rehabilitation of Offenders Act 1976, to help determine an applicant's suitability for certain positions.

Your recruiting organisation will retain a copy of the Disclosure for no longer than necessary. This is generally between Government Inspections by the Regulating Bodies or in accordance with your recruiting organisation Policy.

Exemptions to the above include:

• If the Disclosure is in dispute
• If the employment decision is in dispute and the Disclosure is central to the enquiry
• The applicant has provided their consent
• Permission has been gained from the DBS's Data Protection Officer.

In the above instances Atlantic Data will store your personal data in order to enable your recruiting organisation to make contact with you. To remove yourself from our database please contact your recruiting organisation Data Protection Officer at the address below.

Responsibility for your personal data

Your recruiting organisation is the 'Data Controller'. The DBS Application is processed on behalf of your recruiting organisation by Atlantic Data Ltd in accordance with the Data Protection Act and DBS Code of Practice. Your recruiting organisation and Atlantic Data Ltd have undertaken to hold this data securely in accordance with the Data Protection Act and the DBS Code of Practice; and will not use your Data for any purpose without your prior consent.

Our retention periods

Your recruiting organisation will hold your data for a period of 10 years after you leave our organisation or 75 years if you worked with children. This is a statutory requirement.

Storage of data

Your data is held in secure computer files, which have restricted access.

Subject access

You can contact us to request a copy of the personal data we hold about you. Requests must be made in writing to your recruiting organisation.

As we must be sure that we are releasing information to the right person, you will be asked to supply information to prove your identity.

Transfer outside the European Economic Area

The DBS mandate that Personal data cannot not be transferred by a Registered Body to a country or territory outside the EEA.

Notification of changes

If we decide to change our privacy policy, we will post those changes on our web site.

Contact details

For support please contact Girlguiding