covid brochure - hrplatform-cdn.s3.amazonaws.com document upload... · id documents can now be...
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On 25/03/2020 the DBS made temporary amendments to the ID checking guidelines in response to the COVID-19 outbreak. These changes apply to Basic, Standard and Enhanced DBS checks.
ID documents can now be viewed via video link and if it is not possible to verify documents via video link, scanned images can be viewed in advance of the DBS check being submitted.
We appreciate that at this challenging time, speed is of the essence when it comes to processing checks. In light of this, we have developed a ‘Document Upload Facility’ which enables applicants to upload their ID documents as part of the existing application form. This saves you time from having to contact the applicant to obtain ID documents.
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... you will be able to view it on the HR Platform as normal. When you visit the applicant overview screen you will see a new tab titled ‘Document Upload’. On the ‘Document Upload’ tab, you will be able to view the ID provided by your applicant.
The ‘Applicant Document Upload Facility’ has been designed with you and your applicants in mind to make submitting a DBS check easier than ever.
This service will be avaliable to you for as long as the temporary changes to the ID guidelines apply.
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The applicant will complete the application form as normal on the HR Platform. Before your applicant can submit their application they will be prompted to upload their ID documents. The applicant will be presented with the below screen.
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To proceed with the application your applicant will need to upload a minimum of 2 documents that comply with the DBS ID Checking Guidelines. We supply a helpful guides on this page to assist if required. If your applicant does not upload 2 documents a pop up will appear:
The applicant can preview all documents uploaded and remove any that are not required.
� www.ucheck.co.uk � 0843 178 0818 � [email protected]
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Where uCheck processes this personal data on your behalf, you are the Data Controller, uCheck is the Data Processor and the applicant is the Data Subject for the purposes of the the General Data Protection Regulation ((EU) 2016/679).
As a Data Processor performing a service on behalf of you (the Data Controller), uCheck relies upon your lawful basis in order to process the personal data.
Please ensure that you have identified both an article 6 lawful basis for processing and and article 9 condition for processing special category data to utilise this upload facility.
The ID documents will be retained in line with our data retention table set out in our terms and conditions.
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To assist you in protecting the additional data uploaded using this facility, we have developed a two-factor authentication login process for system users. When logging into the system, the user will be sent an additional 6-digit code via email to enable access to the HR Platform.
If you would like to utilise this option, please let us know when requesting use of the Applicant Document Upload Facility.
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To support you with the DBS temporary changes to the ID checking guidelines, uCheck will be introducing a temporary ‘Applicant Document Upload Facility’.
This new feature will be available to all clients on the HR Platform from 30/03/2020 upon request. To enable this feature all you need to do is email our dedicated Client Support Team at [email protected] or telephone 0843 178 0818.