Privacy Notice

DBS Umbrella Solution is part of 1 Stop Rec Limited, and we are an online system for Disclosure and Barring Service (DBS) and Disclosure Scotland disclosures. DBS Umbrella Solution collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom).

For the purposes of the services provided by DBS Umbrella Solution to the client organisation:

• We are responsible as ‘controller’ of your personal information where you are the person named as the client organisation contact with whom we liaise in relation to our contract with our client.

• We are responsible as the ‘processor’ for the personal information we gather as part of the online disclosure service and have no direct relationship with the individual(s) whose personal data we process under the direction of client organisations. Please refer to the client organisation’s privacy policy as the data ‘controller’.

Should you have any questions about this privacy notice please contact our Data Protection Officer, Irma Stevens on Irma@1sttophealthcare.co.uk

About the information we collect and hold

The table set out below summarises the information we collect and hold for this service, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

• Information we collect
• How we collect the information
• Why we collect the information
• How we use and share the information 

Client organisation information including names and contact details including employer address, phone number and email address of relevant employee

From the client organisation

Legitimate interest: to enable us to deliver an efficient and effective service to you

To provide secure administrative access to the system and relevant information for the Client organisation’s employees as required

For customer account management including billing, handling queries and provision of management information as required

Further details on how we handle personal information are set out in our Data Protection Policy and Policy statement on the secure storage, handling, use, retention and disposal of disclosure information.

As there is a statutory and contractual basis for collecting your personal data if you do not provide the following we may be unable to enter into a contract with your organisation.

Personal Data: contact name and telephone number (client contact)

How long your personal data will be kept

We will not keep your information for longer than is necessary in providing a service to the Client after which it will be securely destroyed as outlined in our contract with the Client.

Who we share your personal information with

We will share personal information with law enforcement or other authorities if required by applicable law.

We will share your personal information with our professional advisers if required for the purposes of establishing, exercising or defending legal proceedings.

We engage the following third party provider, with whom data may be shared (as required) to enable the delivery of this service: 

UK Fast.Net Ltd (system hosting)

Access to data is only granted where authorised by Cantium Business Solutions and specifically required in line with our contract with them. System data is hosted within the UK by an ISO 27001 accredited supplier and supplier information security standards meet DBS requirements.

Your Rights

Under the GDPR you have a number of rights which you can access free of charge which allow you to:

• Know what we are doing with your information and why we are doing it
• Ask to see what information we hold about you
• Ask us to correct any mistakes in the information we hold about you
• Object to direct marketing
• Make a complaint to the Information Commissioners Office

Depending on our reason for using your information you may also be entitled to:

Ask us to delete information we hold about you

Have your information transferred electronically to yourself or to another organisation

Object to decisions being made that significantly affect you

Object to how we are using your information

Stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise a right, please contact Irma@1Stophealthcare.co.uk

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Who to Contact

Please contact Irma@1stophealthcare.co.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how long it has been used or how long we have kept it for.

You can contact our Data Protection Officer Irma Stevens on Irma@1stophealthcare.co.uk

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone 03031 231113.

Experian Data Services End User Terms

When establishing the true identity of an applicant an external ID verification check may be used as an alternative to Route 1/1a. This will require us to provide an applicant’s details (as presented on the application form) to our chosen supplier Experian, who will compare the data obtained from the applicant against a range of independent, external data sources.

Please take a moment to read the Experian Terms and Conditions with regards to the core terms concerning the nature and use of the services, confidentiality, data protection, compliance and audit.