Secure Handling, Use, Storage and Retention of Disclosure Information

In accordance with the Scottish Executive Code of Practice, for registered persons

and other recipients of Disclosure Information, the Auchtermuchty Theatre Group will

ensure the following practice.

Disclosures will only be requested when necessary and relevant to a particular post

and the information provided on a disclosure certificate will only be used for

recruitment purposes.

The Auchtermuchty Theatre Group will ensure that an individual’s consent is given before
seeking a disclosure, and will seek their consent before using disclosure information for
any purpose other than recruitment. Disclosure information will only be shared with those
authorised to see it in the course of their duties.

Where additional disclosure information is provided to the Auchtermuchty Theatre Group

and not to the disclosure applicant, the Auchtermuchty Theatre Group will not disclose this
information to the applicant, but can inform them, if asked that additional information

has been provided, should this information affect the recruitment decision, not actual details
of the additional information or where it was resourced.

Disclosure information will be stored in a locked nonportable

container, for a maximum of 6 months. Only those authorised to see this information in
the course of their duties will have access to this container.

Disclosure information will be destroyed by shredding.

No image or photocopy of the Disclosure information may be retained. Recipients of

Disclosure information may, however, keep a record of the following: ·

Date of issue of disclosure

· Name of subject

· Disclosure type

· Position for which disclosure was requested

· Unique reference number of disclosure

· Recruitment decision taken.

The Auchtermuchty Theatre Group will ensure that all staff with access to disclosure

information are aware of this policy and have received relevant training and support.

The Auchtermuchty Theatre Group undertake to make a copy of this policy available to

any applicant for a post with the Auchtermuchty Theatre Group that requires a disclosure.

If you intend to, or already are, registered with CRBS as an Intermediary

Organisation that acts on behalf of other, smaller groups, you should consider

inserting an additional paragraph to this policy e.g.

Before acting as an Intermediary Organisation (i.e. a body which processes

applications for Enhanced Disclosures on behalf of another organisation), Auchtermuchty
Theatre Group will take all reasonable steps to ensure that the organisation on whose behalf
we are acting can comply with the Code of Practice, published by Scottish Ministers under
Section 122(1) of the Police Act 1997 Part V, and in full accordance with this policy. We will
also take all reasonable steps to satisfy ourselves that they will handle, use, store, retain and dispose
of Disclosure information in full compliance with the Code of Practice, and in full accordance with

this policy. We will also ensure that any body or individual, at whose request

applications for Disclosures are countersigned, has such a written policy and, if

necessary, will provide a model policy for that body or individual to use or adapt for

this purpose.