CODE OF PRACTICE

English Lacrosse (ELA) is committed in partnership with The Media Group (TMG) and the Criminal Records Bureau (CRB) to further improve the welfare provision within Lacrosse.  The Code of Practice is intended to ensure and to provide assurance to those applying for Enhanced Disclosures that any information released will be used fairly and in accordance with the current legal frameworks.

CRIMINAL RECORDS BUREAU POLICY

Policy Statement on the General principles, Secure Storage, Handling, Use, Retention and Disposal of Disclosure and Disclosure Information.

General Principles – The ELA is the National Governing Body for the sport of Lacrosse.  The Media Group (TMG) is the agent that we use to process our CRB nd The Criminal Records Bureau (CRB).  The ELA uses the Media Group (TMG) and the Criminal Records Bureau (CRB) Disclosure service to help assess the suitability of applicants to work in a paid or unpaid capacity in  position of trust, especially with reference to young people; the ELA complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information.

Storage & Access – Disclosure information (other than information detailed in section 6 of this document) is not kept on an applicant’s personnel file.  All stored information is kept separately and securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

Handling – Disclosure information is only shared with to those who are authorised to receive it in the course of their duties concerning a member of staff.  We maintain a record of all those to whom Disclosures or Disclosures information has been obtained revealed.

Usage – Disclosure information is only used for the specific purpose for which it was requested.

Retention – Once a recruitment (or other relevant) decision has been made we do not keep Disclosure information for any longer than is absolutely necessary.  This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints.  If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six months, throughout this time, the usual conditions regarding safe storage and strictly controlled access will prevail.

Disposal – Once the retention period has elapsed, we will ensure that any Disclosure information is immediately suitably destroyed be secure means i.e. by shredding, pulping or burning.  We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure.  However, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Quality Assurance – The ELA co-operates with requests from the TMG and/or CRB to undertake assurance checks to the proper use and safekeeping of Disclosure information.