EnglishPVG Certificate Handling Policy
Protecting sensitive disclosure information through secure handling, strict access control and safe disposal.
Summary
This policy sets out how British Guardianship handles, stores, uses, retains and disposes of Protection of Vulnerable Groups (PVG) certificate information obtained through Disclosure Scotland as part of our safer recruitment procedures. It applies to all employees, local coordinators, host families, guardians, contractors and volunteers in regulated roles with children. Criminal record information is treated as sensitive personal data: it is used only to assess suitability for a role, stored in secure password-protected systems or locked cabinets, and accessed solely by authorised staff involved in safeguarding or recruitment decisions. Once the recruitment or suitability assessment is complete, only a limited record of the disclosure is kept, and certificates are destroyed securely when no longer required.
To make sure this policy always reflects the highest standards of data protection and safeguarding, it is reviewed and updated every year in line with the Disclosure Scotland Code of Practice, UK GDPR, the Data Protection Act 2018 and the standards set by our accrediting bodies, AEGIS and the Boarding Schools' Association (BSA). This annual review ensures our procedures keep pace with changes in legislation and official guidance, so that applicants, students, parents and schools can be confident their information is handled lawfully, fairly and securely.
Published: 18th September 2026
Review Date: 18th September 2027
Download Full Policy
Please note that the version published on this website serves as a summary only. For complete guidance and procedures, please refer to the full PVG Certificate Information Handling, Storage, Retention and Disposal Policy, which is available to download below.
