1. Introduction

You will be C.I.C. is committed to safeguarding children and vulnerable adults. As part of our commitment, we conduct Disclosure and Barring Service (DBS) checks on individuals who work or volunteer in roles that involve regulated activity with these groups.

2. Purpose

This policy ensures that we comply with legal requirements and best practice in relation to DBS checks, make informed decisions about the suitability of individuals working with children and vulnerable adults, and maintain confidentiality in handling DBS information.

3. Scope

This policy applies to all staff, volunteers, trustees, contractors, and partners of You will be C.I.C. who work or volunteer in roles involving regulated activity with children or vulnerable adults.

4. Regulated Activity

Regulated activity includes working directly with children or vulnerable adults in specific settings, providing care, supervision, or training, and carrying out certain specified activities with these groups. The need for a DBS check will be determined by the Designated Safeguarding Lead (DSL) and the relevant Project Manager.

5. Types of DBS Checks

• Basic DBS Check: Contains details of unspent convictions and conditional cautions.
• Standard DBS Check: Contains details of spent and unspent convictions, cautions, reprimands, and final warnings.
• Enhanced DBS Check: Contains the same information as a Standard check, plus relevant information held by local police forces.
• Enhanced DBS Check with Barred List(s): Includes Enhanced check information plus a check of the barred lists for children and/or vulnerable adults.

6. Obtaining DBS Checks

You will be C.I.C. will use a registered umbrella body to process DBS checks. Applicants must complete an online application form and provide necessary identification documents. The DSL or designated person will verify the applicant's identity, and applicants will be informed of the outcome.

7. Portability of DBS Checks

DBS checks are portable, but You will be C.I.C. may require a new check if there are concerns about the validity of a previous check or a significant change in the individual's circumstances. The DBS update service is strongly encouraged for all relevant staff and volunteers.

8. Risk Assessment

If a DBS check reveals relevant information, the DSL and Project Manager will conduct a risk assessment considering the nature and seriousness of the information, the individual's role, and the level of contact with children or vulnerable adults.

9. Confidentiality and Data Protection

• DBS check information will be treated confidentially and stored securely in accordance with data protection legislation.
• Access will be restricted to authorised personnel.
• DBS check certificates will not be photocopied or retained.
• Information will be destroyed once no longer required, in accordance with DBS guidelines.

10. Review and Monitoring

This policy will be reviewed annually or sooner if there are changes in legislation or best practice. The Board of Trustees will monitor the implementation of this policy.

11. Record Keeping

A record of all DBS checks will be maintained, including the type of check, date of issue, and outcome, kept securely in accordance with data protection legislation.

12. Dispute Process

If an applicant disputes the information contained in their DBS check, they should contact the DBS directly.

13. Contact Information

• Designated Safeguarding Lead (DSL): Hermione Crowe - hermione@maltonsculpturetrail.org
• DBS Helpline: 03000 200 190
• Information Commissioner's Office (ICO): 0303 123 1113