Security Policy for AccessNI Disclosure Information
NICSHR agrees to abide by the following conditions in relation to all Disclosure information as described in the AccessNI Code of Practice.
NICSHR will ensure that:
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Disclosure information is not passed to persons who are not authorised to receive it under section 124 of Part V of the Police Act 1997
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Disclosure information is available only to those in the organisation who need to have access in the course of their duties;
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it will not retain Disclosures or a record of Disclosure information for longer than is required for the particular purpose. This will be no longer than six months after the date on which recruitment or other relevant decisions have been taken; or after the date on which any dispute about the accuracy of the Disclosure information has been resolved. This period will only be exceeded in very exceptional circumstances which justify retention for a longer period;
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all sensitive and personal Disclosure information is stored when not in use in a locked and non portable container in a secure environment;
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it co-operates with AccessNI to undertake assurance checks as to the proper use and safekeeping of Disclosure information; and
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it reports to AccessNI any suspected malpractice in relation to this policy or any suspected offence concerning the handling or storage of Disclosure information.
General Principles
As an organisation using Access Northern Ireland to help assess the suitability of applicants for positions of trust, NICSHR, DoF complies fully with AccessNI’s Code of Practice regarding the correct handling, use, storage retention and disposal of Disclosure information. We also comply fully with its obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, storage, retention and disposal of Disclosure information.
Storage and Access
Disclosure information is 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, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it.
Usage
Disclosure 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 eg regulatory or for licensing purposes) decision has been taken, we do not keep Disclosure information for any longer than is necessary. Information will not be retained but destroyed once a decision, recruitment or otherwise has been made.
Disposal
Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any unsecured receptacle (e.g. waste-bin or confidential sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure or any other relevant non-conviction information supplied by police but not included on the Disclosure. However, despite the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the AccessNI unique reference number of the Disclosure Certificate and the details of the recruitment decision taken.