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Duties after registering

After an organisation registers with Disclosure Scotland, it gains extra responsibilities.

Registered organisations must:

  • handle, store and dispose of disclosure records securely
  • remove barred employees from regulated work
  • tell Disclosure Scotland if an employee causes harm or risk of harm to a child or protected adult
  • only use disclosure records for the reason they were originally requested
  • only ask someone to join the PVG scheme if they're doing regulated work – use basic, standard or enhanced disclosure for non-regulated work

Registered organisations should:

  • check PVG Scheme Records before allowing someone to do regulated work
  • use the vetting information on someone's Scheme Record fairly, to decide whether to employ them
  • tell Disclosure Scotland when a PVG scheme member leaves the organisation
  • have a written policy describing how they manage disclosure information
  • keep a spreadsheet or other list of disclosure applications and certificates they receive
  • only share disclosure information with third parties if they have consent from the applicant or in other specific circumstances
  • not ask applicants to tell them about all spent and unspent convictions themselves
  • only keep disclosure certificates for as long as they need them
  • not rely only on disclosure checks when deciding if someone is suitable for a post
It is against the law to ask applicants to self-declare (tell you themselves) about all their convictions. They only have to declare the ones which are relevant to the job they are applying for.
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