Guide

Register your organisation with Disclosure Scotland

Last updated: 11 December 2017

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.

Get help

If you're an employer and you need any help or advice with managing your disclosure information, contact Disclosure Scotland:

telephone: 03000 2000 40 – Monday to Thursday 8.30am to 5pm, Friday 8.30am to 4.30pm (Standard rate – find out more about call charges)
email: info@disclosurescotland.gsi.gov.uk

Sample policies

Organisations and employers can use Disclosure Scotland's sample information handling policy and sample policy for the recruitment of ex-offenders to help create their own policies. They can also use them within their own disciplinary policies and procedures. They can add their own branding if they want to.

Workshops

Disclosure Scotland holds free workshops to help you manage the disclosure process and comply with your legal obligations.

They can design a workshop to meet your organisation's needs, or just come and discuss any issues you might have.

If you're interested, contact Disclosure Scotland:

email: dsworkshop@disclosurescotland.gsi.gov.uk
telephone: 0141 314 3108 – Monday to Friday 9am to 5pm (Standard rate – find out more about call charges)

Register your organisation with Disclosure Scotland
Duties after registering