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Carmel Caterpillars Preschool


Carmel Caterpillars Pre-School

Disclosures and Disclosure Information

Secure Storage, Handling, Use, Retention and Disposal of

General Principles

As an organisation using DBS Disclosure service to help access the suitability of applicants for position of trust, Carmel Caterpillars Pre-School complies fully with the DBS Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosure information and has written a policy on these matters. 

Storage and Access

Disclosure information will be kept securely, in a locked filing cabinet, with access strictly controlled and limited to those who are entitled to see it as part of their duties. 


In accordance with section 124 of the Police Act 1997 (updated in 2002), 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.


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. 


Once a recruitment ( or other relevant) decision has been made, we do not keep Disclosure information for any longer than is necessary. This is for a period of 6 months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than 6 months, we will consult the DBS about this, and will give full consideration to the data protection and human rights of the individual, before doing so. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail. Carmel Caterpillars Pre-School does not keep any Disclosure information/records other than those listed under the section "Disposal".


Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means, i.e. shredding or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle ( e.g. waste bin). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, not withstanding 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 unique reference number of the Disclosure, and the details of the recruitment decision taken. 


The original of this document was signed on behalf of Carmel caterpillars Pre-School Committee by the current Chairperson