Authorised User Requriements

  1. All Authorised Users must have received training in the Data Protection Legislation and ensure that they do not use any data provided by the Company in such a way as to contravene the Data Protection Legislation and that they will not, through any act or omission do anything which puts the Company in breach of the Data Protection Legislation.

  2. All Authorised Users involved in any DBS checking service must be familiar with the Code of Practice, any DBS requirements and ensure that they are and remain compliant with the requirements of the DBS.  They shall take no action nor make or allow any omissions in breach of any DBS requirement.

  3. Authorised Users must familiarise themselves with the requirements for the secure Storage, Handling, Use, Retention & Disposal of Disclosure and Disclosure Information (the "Security Policy") which may be viewed here. All Authorised Users must comply with the Customer’s security policy.

  4. All Authorised Users involved in any DBS checking service shall:

    • a. ensure that all Applicants for relevant positions of employment are notified in advance of the requirement for a Disclosure, are notified of the potential effect of a criminal records history on the recruitment and selection process and on any recruitment decision;

    • b. discuss the content of a Disclosure with the Applicant before withdrawing any offer of employment;

    • c. provide a copy of the Code of Practice to the Applicant on request; and

    • d. familiarise themselves with the Rehabilitation of Offenders Act 1974 and the DBS’s policy on the Recruitment of Ex-Offenders

  5. In relation to each Disclosure Application, all Authorised Users shall (to the extent applicable) ensure that:

    • a. each Application Form is completed fully and that the information provided is true and accurate, and that the Applicant has not knowingly made any false declarations;

    • b. they have verified and validated the identity of the Applicant in accordance with the DBS’ guidance;

    • c. all Disclosure Applications are made in accordance with the Code of Practice and associated legislation.

    • d. they confirm that they have the authority of the applicant to receive the disclosure information and certificate issued.

  6. Where the Customer has opted to the Self Service Tools to create, edit and track all applications, Authorised Users will be responsible for creating the Applicants’ account and sending the application form to each Applicant.   Authorised Users can edit applications if necessary and track each stage of the application process. Authorised Users are responsible for ensuring the information entered onto the System is accurate and true.

  7. All Authorised Users shall keep secure any password provided for the use of the Services and shall keep his/her password confidential.

  8. ID Verifiers must

    • a. follow the three route ID checking process as outlined in DBS guidance;

    • b. check and validate the information provided by the applicant on the application form/continuation sheet;

    • c. establish the true identity of the Applicant through examination of a range of documents as set out in DBS guidance;

    • d. make sure the Applicant provides details of all names by which they are known;

    • e. make sure the applicant provides details of all addresses where they have lived in the last five years;

    • f. check that the application form is fully completed and the information it contains is accurate.

  9. If an ID Verifier finds any discrepancies in information provided by an Applicant and fraud is not suspected they should ask the Applicant to clarify.  The ID Verifier must not attempt to amend an application form without the Applicant’s knowledge.

  10. Where applicable the Authorised User shall read and follow any Terms of Use which apply for a Service.