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In order to accomplish daily client requests, BackCheck gathers personal information about individuals. Checkwell Decision Limited (“Checkwell”) is registered as a Data Controller for the purposes of the Data Protection Act 1998 (“the Act”). BackCheck, a division of Checkwell Decision Limited, is therefore committed to excellence and protection of the privacy of individuals.
As a Data Controller, Checkwell is subject to certain obligations in relation to the gathering, processing and retention of personal information belonging to individuals (data subjects).
This Privacy Policy details how BackCheck, as part of Checkwell, complies fully with its obligations as a Data Controller.
Accountability
BackCheck assumes entire responsibility for information that is provided by our clients to us. BackCheck has assigned a privacy officer who is responsible for ensuring the organisation’s compliance with these principles. BackCheck asks all of our clients to sign our Privacy and Terms of Service Agreement which identifies the importance of strict privacy and accountability standards.
BackCheck continuously updates and trains staff with regards to the importance of protecting personal information. Each BackCheck representative has been thoroughly screened and has signed a confidentiality agreement. BackCheck has signed contractual agreements with third parties organisations that may process information during the course of a background check. BackCheck monitors all third parties’ compliance with the Act.
Identifying Purposes
BackCheck has developed consent forms that clearly identify the purpose for which personal information is being gathered. In general, the purpose of gathering personal information is in order to complete components of a background check during the hiring process. Only personal information that is required to complete the service(s) is collected prior to conducting any searches. Clear written disclosure of the reason for that request in writing is mandatory.
Consent
BackCheck collects information from individuals for the purposes that are clearly laid out in consent forms, which are provided to our client. BackCheck does not complete any services without the written consent of a candidate having been viewed by our office. Background information subsequently collected is only disclosed to parties as specified on the consent form.
Limiting Collection
The collection of personal information shall be limited to that which is necessary for the purposes identified by the organisation. Information shall be collected by fair and lawful means. Personal information is collected on clearly laid out consent forms to the extent that is required to complete components of a background check. BackCheck recommends that clients collect information in a fair and lawful manner that is consistent with each client’s hiring environment and process.
Limiting Use and Disclosure
BackCheck does not use personal information for reasons other than those specified in consent forms that individuals sign during the employment process, except with the consent of the individual or as required by the law. BackCheck only provides background information about individuals for approved clients who have been deemed corporations in good standing. BackCheck does not release personal information to individuals other than those who are clearly designated by our client.
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information, except where it is not permitted by law.
Where an individual has given an employment reference, this information will only be released to the subject of that reference where we believe that this information would not cause a significant risk of harm to the referee or to other members of the public.
Retention
BackCheck does not retain personal information for any longer than is required after the recruitment (or any other relevant) decision has been made. In general, this is no longer than 3 years. This is to allow for the resolution of any disputes or complaints. Personal information will only be retained for longer than this period in exceptional circumstances which justify retention for a longer period. The same conditions relating to secure storage and access will apply during any such period.
Once the retention period has elapsed, BackCheck will ensure that detailed personal information is immediately destroyed in a secure manner. BackCheck will not retain an electronic or hard copy of any detailed personal information. BackCheck will ensure that any personal information which is awaiting destruction will not be kept in any insecure receptacle. We will, however, keep a record of the date that the background check was undertaken, the name of the applicant, the type of background check, the position for which the background check was requested and the unique reference number of the file.
Accuracy
Information that is submitted by applicants and/or our clients to BackCheck is transferred into our secure database. When completing background check components, BackCheck upholds a high standard of accuracy and verification of accuracy of work completed. An individual shall be able to challenge the accuracy and completeness of the information and have it amended where appropriate
Safeguards and Data Security
BackCheck has advanced security in place to safeguard personal information about our clients and their employees or employment applicants.
BackCheck has located its data servers within a managed infrastructure and in so doing benefits from a world class data security solution based on ISO 17799. Any personal information in hard copy form is kept securely, in lockable, non-portable storage containers that are accessible only to named individuals.
Our secure online delivery system is password protected and ensures that unauthorized individuals are not given access to personal information.
BackCheck has a strict policy for release of information to individuals upon inquiry, including identity verification.
All BackCheck employees have been thoroughly screened and, within our office, access to information is restricted to that which is required for designated purposes. The third parties who may provide information to complete components of a background check have been thoroughly screened. These organisations have privacy policies in place to ensure compliance with these principles.
Disclosure
Information BackCheck also complies fully with the Codes of Practices published under section 122 of the Police Act 1997 (“the 1997 Act”) in connection with the use of information provided to registered persons (“Disclosure information”) under Part V of that Act. These codes outline the correct gathering, handling, use, storage, retention and disposal of Disclosure information. BackCheck has written policies on these matters, which are available to anyone who wishes to see them on request.
BackCheck will take all reasonable steps to ensure that our clients gather, handle, use, store, retain and dispose of Disclosure information in full compliance with the 1997 Act and the Codes of Practice. We will ensure that our clients have written policies to this effect and, if necessary, will provide model policies for our clients to use or adapt for this purpose.
Openness
BackCheck’s privacy policy is available online for employers, employees and employment applicants to view. A printed copy can be requested and mailed to an individual as requested. BackCheck does not provide information to any subsidiaries. BackCheck stores a copy of consent forms as signed by an individual employment applicant and the results of the components of the background check.
Individual Access
BackCheck has a strict protocol in place for the identification of individuals who are requesting access to information maintained on file. To make a ‘Subject Access Request’ please contact: privacy@backcheck.co.uk.
Challenging Compliance
BackCheck provides access for individuals to challenge and, if duly warranted, amend information as appropriate. Should a challenge be enacted, any corrections or amendments that are made will be forwarded on to the end-user who originally requested the background check. Should a challenge remain unresolved, the existence of an unresolved challenge will be documented and forwarded on to the end-user. |
