Confidential Declaration Form and Privacy Notice Guidance
This form must be completed by all applicants in staff or volunteer roles having substantial contact with children and/or vulnerable adults. The nature of these roles means they are exempt from the provisions of Section 4(2) of the Rehabilitation of Offenders Act (1974 (ROA 1974) by virtue of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 (as amended in 2013 and 2020) (the ROA Order 1975 (as amended)).
Individuals applying to work or volunteer in such roles may be subject to a satisfactory DBS (with/without Barred List) check before the appointment is confirmed as well as a satisfactory re-check at appropriate regular intervals (no more than every three years).
You are required to disclose all unspent convictions and conditional cautions and all spent convictions and adult cautions that are not protected (i.e. that are not filtered out) as defined by the ROA Order 1975 (as amended)). The ROA Order 1975 (as amended) provides that when applying for certain roles, certain convictions and cautions are considered ‘protected’. This means that they do not need to be disclosed to employers/voluntary organisations and, if they are disclosed, cannot be taken into account.
A criminal record will not necessarily exclude an individual from consideration for appointment. This will depend on the nature of the role applied for and the circumstances and background of the offence(s). All information declared on this form will be carefully assessed to decide whether it is relevant to the role applied for and will only be used for the purposes of safeguarding children and/or vulnerable adults. If you answer yes to any question, please provide details (on a separate sheet if necessary, giving the number of the question you are answering).
If it is later discovered that any statement is false or misleading then, depending on the nature of your engagement, it may lead to disciplinary procedures, where appropriate, and/or dismissal from your role. If you are unsure of how to respond to any of the questions, please seek appropriate advice e.g. from the appointing organisation/responsible person, an organisation such as NACRO, or a solicitor.
Our Privacy Notice (available here) explains how the information you supply on this form is used and your rights with respect to that data as required by the UK General Data Protection Regulation (the “UK GDPR”) and the Data Protection Act 2018 (the “DPA 2018”). If applicable, please inform relevant members of your household that you have included their details on this form.
