Privacy notice - eDBS checks
Overview
This privacy notice covers employees (and former employees), workers (including agency, casual and contracted staff), volunteers, trainees, and those carrying out work experience.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
In order to provide the service, we will collect your:
- name
- date of birth
- current address and 5-year address history
- place of birth
- National Insurance number
- gender
- email address
- telephone number.
How will your information be used?
East Sussex County Council (ESCC) is committed to safeguarding the welfare of those accessing its services through the effective use of the DBS Disclosure vetting process for all relevant groups of employees.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
We have a legal basis to process your data as part of your contract of employment (either permanent or temporary) following data protection and employment legislation. Processing is also necessary for carrying out the employer’s obligations under employment law.
How long will your information be kept for?
In accordance with Disclosure and Barring Service (DBS requirements), East Sussex County Council is required to keep basic information about you for a period of up to 7 years. This shall include:
- your current name
- your date of birth
- your current postcode
- your Disclosure application form reference number
- disclosure type
- date your application was completed
- your Disclosure Certificate number.
Sharing your information
We use the information you provide about yourself or others to administer the Service for which the information is intended. This may include completing a DBS application form or contacting you if necessary. We do not share this information with third parties without your permission except to the extent that is necessary to administer the Services we offer our clients or to comply in responding to writs, courts orders or other legal proceedings.
Any sharing of personal data is always done:
- on a case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Use of third party organisations
East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.
The third parties we may share information with for the purpose of administering the Services we offer our clients include:
- The Disclosure and Barring Service
- The Police (Police National Computer maintained at Scotland Yard and IPLX which consists of over 100 UK departments of Police)
- ACPO (The Association of Chief Police Officers)
- The Home Office
- The Independent Safeguarding Authority
- Criminal Justice System (CJS)
- Atlantic Data, who provide the electronic service on this website e Bulk DBS service for East Sussex County Council. They are fully certified by the DBS as a provider of this service and provide a similar service for many organisations.
- Tata Consultancy Services (TCS), the DBS partner in the Disclosure service. Involved in procedures processing your data.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
DBS Team
County Hall
St Anne’s Crescent
Lewes
East Sussex
BN7 1UE
Telephone: 01273 336490
Email: DBS@eastsussex.gov.uk
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)