Criminal record checks Policy
Overview
This policy sets out the circumstances in which employees may be required to undergo a criminal records check.
The purpose of this policy is to ensure that [company name] meets its legal and safeguarding responsibilities while maintaining a fair and transparent process for all employees.
Scope
This policy applies to all employees of [company name], whether permanent, fixed-term, temporary, or engaged on a casual basis. It may also extend to contractors, agency staff, or volunteers where the nature of their role requires such checks.
General principles
If, during your employment with us, your role involves contact with [sensitive information | children | vulnerable adults] or falls under any other legally defined circumstances, you may be required to undergo a criminal records check. This requirement is in place to protect both individuals and the organisation, and to ensure compliance with relevant safeguarding and legal obligations.
Where a criminal records check is necessary, this will be explained to you clearly. We will discuss the requirement with you prior to confirming your appointment (or before any relevant change to your role takes effect). No check will be carried out without your knowledge and consent, and all information obtained will be treated in strict confidence and in line with data protection legislation.
Having a criminal record will not automatically prevent you from working with us. Any information disclosed will be considered carefully and fairly, taking into account the nature of the role, the relevance of the conviction, and applicable legal guidance.
Compliance and confidentiality
[Company name] will comply fully with all relevant legislation and guidance relating to the use of criminal records information, including the Data Protection Act and any applicable safeguarding regulations. Information obtained through criminal records checks will only be used for the specific purpose for which it was requested and will not be retained longer than necessary.
Access to such information will be strictly limited to those who are entitled to see it as part of their duties. We are committed to handling all information with the highest standards of confidentiality and security. Employees have the right to request access to personal data held about them in accordance with data protection law.
Responsibilities
Company responsibilities: [Company name] will ensure that any requirement for a criminal records check is applied fairly, consistently, and in line with legislation. We will provide clear communication about why a check is required, obtain consent before proceeding, and safeguard any information received.
Employee responsibilities: Employees are expected to provide accurate and honest information when completing any forms or documentation related to a criminal records check. They must also promptly disclose any relevant convictions or cautions that arise during their employment if their role requires ongoing clearance.
This policy [does not] form[s] part of your terms and conditions of employment.
Version: [1.0]
Issue date: [date]
Author: [name, job title]
