Ashtead Good Neighbours
Founded in 2004
Policy Statements

Data Protection

Disclosure and Barring Service

Equal Opportunities

Recruitment of Ex-offenders


Data Protection Policy

Ashtead Good Neighbours (“AGN”) needs to gather and use certain information about its volunteers and clients. This policy describes how personal data is collected, used and stored in order to comply with the provisions of the Data Protection Act 1998.  AGN may use this information in respect of other organisations with whom it has a relationship or whom they need to contact such as Doctors, named relations or friends.

The Data Protection Act requires that personal data must:-

            1. Be processed fairly and lawfully

            2. Be obtained only for specific purposes

            3. Be adequate, relevant and not excessive

            4. Be accurate and kept up to date

            5. Not be held for longer than necessary

            6. Be processed in accordance with the rights of AGN clients and volunteers

            7. Be protected in appropriate ways

            8. Not be transferred outside the European Economic Area

This policy applies to information whether held electronically, on paper or any other material which AGN holds in respect of present and past volunteers and clients of AGN.


  1. The only volunteers who can access or disclose sensitive information are those who need to do so in order to perform roles to which they have been appointed.

  2. Personal data will not be disclosed to an unauthorised person or organisation without the volunteer or client’s consent.

  3. Paper documents will be kept securely.

  4. Where data is stored electronically, passwords will be used and changed every six months.

  5. All personal information will be shredded twelve months after the individual ceases to be a volunteer or client of AGN.

29th September 2016

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Disclosure and Barring Service Policy 

AGN works with vulnerable adults and as such needs to ensure that those volunteers who have actual contact with AGN's clients have been cleared to do so by the Disclosure and Barring Service ("DBS").

AGN's policy re DBS checks is to do them online with an external independent organisation as described below.

The volunteer completes the application online with AGN personnel who are authorised to do initial ID checks and to receive disclosure information. AGN personnel then do the initial ID checks and complete the information online to Care Check Ltd — an independent organisation which reviews the application and forwards it to the DBS. Currently Anne Sherriff and Richard Walton are the only AGN personnel authorised to do this work.

Volunteers are asked to sign a consent form confirming that AGN can track progress of the application, record the certificate details, carry out checks to confirm the certificate is clear and that has been renewed.

AGN authorised personnel review the DBS certificate online and record the certificate number and date of issue but do not download it.

The certificate is posted by the DBS to the volunteer. AGN does not receive a copy.

AGN is aware of and seeks to comply with, the terms of the CRB Code of Practice a copy of which is available on request.

29th September 2016

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Equal Opportunities Policy

Ashtead Good Neighbours is committed to the provision of equal opportunities and will endeavour to conduct its affairs in a manner which will not cause disadvantage to clients or volunteers on the grounds of race, colour, nationality, ethnic or national origin, religion, marital status, sexual orientation, disability or age.

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Recruitment of Ex-offenders Policy 

  1. As an organisation assessing volunteers’ suitability for positions which are included in the Rehabilitation of Offenders Act 1974 (Exceptions ) Order using criminal records processed through the Disclosure and Barring Service (“DBS”)  Ashtead Good Neighbours (“AGN”) complies fully with the CRB Code of Practice and undertakes to treat all applicants for volunteer posts fairly.

  2. AGN undertakes not to discriminate unfairly against anyone who is the subject of a criminal record check on the basis of a conviction or other information which is revealed.

  3. AGN will only ask a potential volunteer to provide details of convictions and cautions that they are legally entitled to know about.

  4. AGN will only ask a potential volunteer about convictions and cautions which are not protected.

  5. AGN is committed to the fair treatment of all its volunteers and clients regardless of race, gender, religion, sexual orientation, responsibilities for dependents, age, physical or mental disability or offending background.

  6. An application for a criminal record check is only submitted to the DBS once AGN  is satisfied that the potential volunteer has the required skills and experience. The application form contains a statement that a DBS check will be required.

  7. AGN makes every potential volunteer aware of the CRB Code of practice.

  8. AGN will discuss any matter revealed on a DBS certificate with the volunteer or potential volunteer before terminating their position as a volunteer or withdrawing their offer to accept them as a volunteer.

26th July 2016

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