Disclosure and Barring Service (eDBS) - Privacy Notice

Details

  • Name of service - Disclosure and Barring Service (eDBS)
  • Directorate - Resources
  • Date of issue - 1 May 2018
  • Date of current version - 8 April 2021
  • Review date - 8 April 2024

The reasons why we use your personal data

Purpose / function of the service

This privacy notice applies to the functions of the Disclosure and Barring Service that incorporates/carries out:

  • Electronic Disclosure and Barring Service (eDBS) applications: Standard Check and Enhanced with or without Childrens and/or Adults Barred List
  • Paper form Disclosure and Barring Service applications for the above checks
  • Basic Disclosure applications: via the Disclosure and Barring Service or Disclosure Scotland. Basic Disclosure electronic applications can be carried out on any position.

Disclosure and Barring Service checks are used to check the criminal records of employees and potential employees, in order to ascertain whether or not they are suitable to work with vulnerable adults and children. For individuals working in certain positions, a valid DBS disclosure is a legislative requirement.

What processing of personal data is undertaken by Safer Staffing and Onboarding

We would only use your personal data for the following:

  • Disclosure and Barring Service applications
  • Applications made to the Home Office for sponsorship and Employee Checking Service requests
  • Checking right to work
  • Service delivery
  • Service improvement and planning
  • Prevention & detection of crime/fraud
  • Research
  • Statistical analysis and reporting
  • Safeguarding
  • Vital Interests

This information is used in order to carry out our statutory responsibilities under the different legislative frameworks, provide services and to establish good business practices.

What information do we collect?

  • Name
  • Address
  • If the role involves taking service users into the employees' own home, a background check is carried out on all persons, including the employee, living at that address.
  • Date of Birth
  • Email address
  • Telephone Numbers
  • Right to work
  • Basic Disclosure Results
  • Disclosure and Barring Service results
  • Visa / Work Permit
  • Certificate of Good Conduct
  • Other various ID documents that are required to complete a DBS check

How we are allowed to use your personal data

Legal obligation or public task under various UK legislation including but not limited to:

  • Local Government Act
  • Localism Act 2011
  • Mental Capacity Act 2005
  • Mental Health Act 1983, 2007
  • Local Safeguarding Children and Adults Boards Regulations 2006 (SI 2006/90)
  • Crime and Disorder Act 1998
  • Welfare Reform Act 2012
  • HMRC compliance
  • Pensions regulations
  • Necessary for contract with the individual
  • Necessary for compliance - legal obligation
  • Obligations under employment, social security or social protection law, or a collective agreement

Consent

To process your personal data, we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact the My Help desk team in the first instance by emailing myhelpdesk@surreycc.gov.uk or call 020 8541 9000. Opening hours are between 8:30am - 17:00pm.

Who we share your personal data with

  • Disclosure and Barring Service (DBS)
  • Basic Disclosure Scotland
  • Home Office
  • UK Visa and Immigration
  • Various Local Police Forces
  • Surrey County Council HR Teams
  • Surrey County Council Managers
  • Various Surrey County Council teams
  • Atlantic Data - This online service is designed to help organisations carry out DBS checks
  • Schools (if applicable)
  • The company that carried out your check that we act as an umbrella customer for.

Automated decision making (when computers make any decisions about you)

Not applicable.

Personal data being sent or processed outside of the UK and EU

Not applicable.

Retention of data

We often keep your information for audit purposes, legal reasons and best practice records management guidelines. There are set periods of time for keeping information which we incorporate where applicable as part of our Records Management Policy and Retention Schedules. This ranges from months for some records to decades for more sensitive records.

Here you can view the privacy notices of our main associates and suppliers

Other information

For further information on our privacy notices, please see information and privacy.