declaration & authorisation

UK regional criminal record check – eBasic Disclosure

A search will be carried out to identify un-spent convictions (as determined under the Rehabilitation of Offenders
Act 1974) recorded against you. The source of the information will be dictated by your job location: Disclosure
& Barring Service (England & Wales, Jersey, Guernsey, Isle of Man); Disclosure Scotland (Scotland); and
Access NI (Northern Ireland). Requestor has noted your job location in the Candidate Invite.

Statement of Fair Processing

All personal information provided will be treated with the strictest of confidence and in accordance with the Data
Protection Act 1998.
Personal data will only be processed with the consent of the individual for the purpose of administering a
Disclosure application. Any information provided will be securely held on a password-protected database with
access restricted to named individuals who require access as part of their normal duties.
Information will not be shared with any other third parties outside of the Disclosure process, except where
required by Law, without the express consent of the individual.
All information held following a Disclosure application will be securely destroyed when no longer required.
In line with Section 7 of the Act you will be provided with a copy of any information we hold on you, on request.

Information Notice
Please read carefully the Information Notice below. It provides important information to you regarding the
collection, use, transfer and storage of your Personal Data for purposes of verifying your background in
connection with your role within the organisation identified in your candidate invite (the ”Requestor”).

Notification:
You have been selected by Requestor via the candidate invite to undergo certain background checks in support of
undertaking a role with Requestor and hereby authorise Requestor and its subsidiaries and/or its third party
provider HireRight Limited (“HireRight”) and their representatives to: perform reference checks on my
employment; verify any information provided through the on boarding process; conduct comprehensive
background enquiries including criminal checks and credit checking (if required); and take up personal, academic
and employer references (“Screening”). HireRight representatives include (a) subcontractors appointed to support
processing of data base checks, academic qualifications and references in particular where only local language
sources are available; and (b) vendors appointed to support in country credit and criminal checks, where relevant.

In some circumstances the Screening may continue to be made during the course of your employment and the
processing and release of any Personal Data obtained as a result of the Screening may be required to be sent to
referees, credit agencies, government bodies and other such third parties as may be reasonably necessary in the
course of such Screening and my employment.

Information That Will Be Collected:

During the Screening you will complete an application form where you may be asked to complete the following
categories of personal data. The type of data you will complete will be dependent on the Screening being
undertaken:
 name;
 age and date of birth;
 place of birth;
 gender;
 your contact details (phone, address, e-mail);
 contact details of referees provided by you (name, phone, address, e-mail, relationship to you);
  education history;
 address history;
 employment history; and
 supporting documents which may include a copy of your passport, ID documentation, certificates showing
qualifications (all where lawful to do so).
 all (“Personal Data”).

Requestor will then instruct HireRight to collect, research and verify on behalf of my Requestor certain
information which will depend on the seniority of the position for which you have applied and on national laws.

Subject to local and regulatory restrictions, this may include:

UK regional criminal record check – eBasic Disclosure A search will be carried out to identify un-spent
convictions (as determined under the Rehabilitation of Offenders Act 1974) recorded against you. The source of
the information will be dictated by your job location: Disclosure & Barring Service (England & Wales, Jersey,
Guernsey, Isle of Man); Disclosure Scotland (Scotland); and Access NI (Northern Ireland). Requestor has noted
your job location in the Candidate Invite.

UK Criminal Checks – Basic England and Wales

In relation to UK basic disclosure checks performed via the Disclosure and Barring Service (“DBS”) I agree that
I will provide all relevant documentation and information in order to process such checks and that I give my
permission to HireRight, as an umbrella organisation, to provide all relevant information and documentation to
the relevant body, and to receive and pass on the results of such checks to Requestor.

All personal information provided will be treated with the strictest of confidence and in accordance with relevant
privacy legislation, including the General Data Protection Regulation (“GDPR”). Personal data will only be
processed with the consent of the individual for the purpose of administering a Disclosure application. Any
information provided will be securely held on a password-protected database with access restricted to named
individuals who require access as part of their normal duties. Information will not be shared with any other third
parties outside of the Disclosure process, except where required by Law, without the express consent of the
individual. All information held following a Disclosure application will be securely destroyed when no longer
required. For your rights in respect to your information please see the section entitled “Candidate Rights”.
A copy of the DBS guidance may be accessed here https://www.gov.uk/government/publications/basic-checks.

Further information in respect to verifications

You may request a full list of the different checks which will be performed specifically for you from your
Requestor. You may also contact your Requestor at any time if you have any questions about the specific
information that will be collected about you.
HireRight will use appropriate and reliable source to conduct this research and verification.

Transfer of Personal Data: outside of the EEA

HireRight will, in its capacity as data processor, receive your Personal Data from your Requestor and you.
HireRight and its representatives will then research, verify and process your Personal Data on behalf of, and in
accordance with instructions from, your Requestor. To the extent necessary to perform its research and
verification, HireRight may provide some of your personal information to third parties. This may include
transfers to countries outside the European Economic Area (“EEA”), including to countries that may not be
deemed to offer a level of protection for Personal Data as high as countries within the EEA. These third parties
are organisations, institutions, agencies or individuals from which information is collected for the purposes of
fulfilling the services only and may include local vendors, employers, educational establishments, referees,
government agencies, courts, data providers or repositories (“Source” or ““Sources”) or HireRight’s
representatives (“Representatives”) who are performing specific research in connection with your Screening
(together “Third Parties”).
In respect to a transfer of your Personal Data to a Source or Sources outside of the EEA, this will be dependent
on your footprint during the screening period set by your Requestor. Where your footprint is outside the EEA,
your Personal Data will need to be transferred to the relevant Source(s). By way of example, if you have had a
period of employment in Hong Kong your previous employer will need to be contacted to verify your job title
and dates of employment: to complete the task a data transfer will have to take place. Only information required
to obtain the verification will be transferred to the Source(s) and these transfers are to a country in which that
Personal Data already exists.

HireRight also utilises Representatives located in the Philippines and India. The Representatives are tasked with
processing verifications, references and databases searches based on where the candidate has lived previously and
to provide support in local geographies and languages by contacting employers, schools and governmental
agencies located in APAC during the course of completing the request for a Report. Representatives work from
the HireRight Portal with access from a Virtual Desktop Infrastructure which sits on the HireRight UK server
network. Representatives are prohibited from copying personal information by any means. This means that all
Personal Data will remain within the UK technical environment.
HireRight may transfer your Personal Data outside of the United Kingdom to such third parties, if required to
complete the verification and that such third parties will provide responses, including Personal Data, requested of
them.

Support during the pre-employment screening process

During the course of your Screening you may have questions for the HireRight team or be contacted by the
HireRight team to provide further information. For all business hours your HireRight team is located in the EEA
at locations in the UK and Poland. If you do contact the HireRight team after business hours your query may be
routed to our Representative in the Philippines. You will receive notification of this and you will be provided
with the choice of contacting the within business hours team between the hours of 7am to 7pm GMT.

Preparation of the report:

HireRight will prepare a report that compiles the results of the research and verification and that report will be
provided to Requestor (the “Report”). Requestor may share the Report within its group companies and you
should contact Requestor if you have any questions in this regard. The Report will be stored for a period of 6
months on the HireRight servers located in the United Kingdom and will be transferred to Requestor via a secure
http portal (the “HireRight Portal”) using security and technical measures that comply with relevant legislation
(including the GDPR and relevant local legislation). The HireRight Portal is ISO27001 certified.

Security measures and deletion of Personal Data:

HireRight will maintain Personal Data HireRight on a server in the United Kingdom. HireRight is committed to
protecting the Personal Data that HireRight receives about individuals and both HireRight and Requestor take
measures to secure your Personal Data from accidental loss and from unauthorised access, use, alteration or
disclosure. Data is transferred from HireRight securely using encryption and stored on secure servers.
Additionally further information security measures are in place, including access controls, physical security and
robust information collection, storage and processing practices. HireRight also ensure that where electronic
transfer of Personal Data to/from its representatives takes place that such transfers are also appropriately
protected and are in compliance with relevant data protection legislation, including the GDPR and in accordance
with any instructions provided by a data source. As contracted with Requestor, provisions are in place within
HireRight in order to ensure an adequate level of data protection for all transfers of Personal Data outside of the
EEA.
Requestor and HireRight may be required to retain any Personal Data for a reasonable period of time in order to
comply with legal and regulatory obligations and/or for any other legitimate business purpose.
Requestor and HireRight will process the Personal Data in accordance with relevant data privacy legislation.
Personal Data will be stored for a maximum period of 6 months by HireRight after completion of my Screening
after which time my Personal Data will be securely deleted.

Candidate Rights
You have certain rights arising from privacy legislation in respect to the Personal Data that will be processed in
relation to the Screening. Further information is available in respect to such rights at
https://www.hireright.com/emea/background-check-faq but in summary:
 rights of access
 rights of rectification
 right of erasure
 right to object
 right to data portability

In each case your rights are exercisable against Requestor and you should direct your requests to the
Requestor/Data Protection Officer responsible for the Requestor’s compliance.

If you have any questions relating to the Screening process you are encouraged to contact Requestor at the
address above prior to completing the screening form.
It is confirmed that the Screening process does not include any automated decision making or profiling.

Declaration

AUTHORISATION:

I hereby provide my consent for HireRight, on behalf of my Requestor to:

1. process my Personal Data in accordance with the verifications set out in the Information Notice and below:

UK regional criminal record check – eBasic Disclosure

2. contact Source(s) in order to verify the Personal Data provided by me during the Screening process and to provide
to Source(s) my:
a. name
b. date of birth
c. ID Number (where lawful); and
d. Supporting documents provided by myself or via my Requestor during the pre-employment screening process

3. transfer the Personal Data (including sensitive Personal Data) outside of either the United Kingdom, the EEA or my
country of residence to Source(s) and/or Representatives, if required to complete the verifications;

4. store the Personal Data for a period of 6 months on the HireRight Portal;

5. to prepare the Report and share with my Requestor.

I further authorise any third party source contacted by HireRight to respond to any enquiries made and to provide
the Personal Data requested of them, where applicable to the background screening. For the avoidance of doubt
this may include:
 Current Employer
 Previous Employer
  Academic Institutions
 Professional Bodies

I confirm that I have been notified of my rights in respect to the Personal Data and that I have been provided with
contact details should I wish to exercise those rights.
I confirm that my consent is provided voluntarily and that I understand that I can withdraw my consent at any
time.
I declare to the best of my knowledge that any information that I have provided with my application for
employment is true, complete and correct.

Please read and tick the below if you agree:

I have read the Basic DBS Check Processing Privacy Policy and I understand how DBS will process my
personal data.

I consent to the DBS providing an electronic result directly to the responsible organisation that has
submitted my application. I understand that an electronic result contains a message that indicates either
the certificate does not contain criminal record information or to await certificate which will indicate that
my certificate contains criminal record information.

I have provided complete and true information in support of the application and I understand that
knowingly making a false statement for this purpose is a criminal offence.

The Disclosure and Barring Service will refer the details provided on this application form to government and
law enforcement bodies in accordance with any relevant legislation. The details provided to these bodies will be
used for identifying possible matches to records held by them. Where such a match is established, data may be
released to the DBS for inclusion on any certificate issued. The details provided on this form may be used to
update the records held by the bodies specified above.

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