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Disclosure Scotland
B2B Customer On-boarding Suitability
Questionnaire.
This template has six sections:
Section 1: ORGANISATIONAL DETAILS.
Section 2: B2B OPTIONS
Section 3: VOLUMES/FORECAST
Section 4: INVOICE TERMS
Section 5: YOUR RESPONSIBILITIES
Section 6: AUTHORISATION.
Annex A – Operational Processing Agreement
This form will be used assess your organisations suitability to adopt and use the B2B
functionality completion of this form is not a guarantee that you will be accepted to
use this process.
Disclosure Scotland does not charge for B2B set-up, however interested parties
should be aware that if accepted in to the B2B process, they will need to meet the
relevant IT requirements and take part in User Acceptance Testing.
Please ensure that all sections are completed fully.
Disclosure Scotland will endeavour to respond to completed application within 20
working day; in the interim period if you have queries on the B2B process please
email the [email protected]
Please return this this form to:
[email protected]
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SECTION 1: ORGANISATIONAL DETAILS.
This is the information that we will use to contact you, please ensure that all sections
are completed.
Company Name
Proposed Counter
Signatory (CSG)
Company address:
Are you currently a
Registered body?
If ‘yes’ to above, please
provide RB Number.
Are you currently a
Responsible body?
Normally used for invoice
proposes.
If ‘yes’ to above, please
provide your Responsible
Body Number.
Telephone Number
Email address.
ICT Contact:
Telephone Number
Email address.
YES
Do you intend to use an umbrella body or
a third party IT provider for the B2B
service?
If YES, please provide details below:
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NO
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SECTION 2: B2B Options.
Disclosure Scotland and the Scottish Government (in-line with our Digital strategy) is
committed to delivering an IT system that supports the efficient and accurate
production of disclosures, while ensuring that we develop customer orientated
services in the future. To achieve this objective we have developed two B2B facilities;
Secure Web mail and Web Service that will provide an indicative vetting notification.
Please tick the boxes below to indicate which solution you wish to utilise:
□
Secure Web Mail (SWM). This option does not provide an indicative notice.
□ Web Service. This option provide an indicative vetting notice and will be ready for
adoption after August 2014.
Technical specifications for the above solutions will be provided upon request.
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SECTION 3: VOLUMES/FORECAST
Use this section to provide an indicative forecast of volumes over the next 3 years
(2014, 2015 & 2016), please complete the table below and provide the following
information:

Do you currently submit Applications to Disclosure Scotland, if yes, what
medium do you currently use

Provide an indication of monthly volumes, including any seasonal variations
Year
2014
2015
2016

Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
If you intend to expand your business, please provide growth volumes
including any significant one-off events
Additional volumes/forecast information:
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TOTAL
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SECTION 4: INVOICE TERMS
The responsible body will be invoiced monthly. Payment to Disclosure Scotland is
required within 30 days of receipt of invoice.
The fees for applications are prescribed in regulations made in the Scottish
Parliament. The regulations are available on the Disclosure Scotland website.
[www.disclosurescotland.co.uk]
Disclosure Scotland’s service level target is to return 90% of disclosure certificates
within 14 days, where the disclosure application has been correctly completed and
which does not require any external enquiry.
□ I confirm that we will adhere to the B2B invoicing terms.
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SECTION 5: YOUR RESPONSIBILITIES
5.1 The responsible body must:

Authenticate the identity of the applicant including confirmation of date of birth
and current address.

Take responsibility for the validity and accuracy of the data supplied.

Have the written, and freely provided, consent of the applicant for the
submission of a single basic disclosure application to Disclosure Scotland.

Have the written, and freely provided, consent of the applicant that the basic
disclosure certificate may be returned to the applicant care of the customer’s
address. This consent must cover whether or not the applicant agrees that
the responsible body can inspect the certificate prior to the applicant seeing
that content.

Have the written, and freely provided, consent of the applicant that Disclosure
Scotland can advise the responsible body by email about whether or not
unspent conviction information will be included on the basic disclosure
certificate.

Agree that if the responsible body is submitting applications as part of a
3rd party’s recruitment process, that it will provide results only to, named
individuals in the 3rd party.

When submitting applications on behalf of a 3rd party, the responsible body
must confirm that the 3rd party’s staff who have access to Disclosure Scotland
information will adhere to the conditions of this OPA.

Agree to both random sampling of applications and formal audit by Disclosure
Scotland to confirm adherence to the terms of this OPA. including the written
authorisation to 6c, 6d, and 6e above.
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5.2 Authentication Process.

Those countersigning or making a declaration on disclosure applications or
requests should encourage those involved in the recruitment process to ask for
documentary evidence of identity from individuals. It is required that three
pieces of information are requested to support identification. Where possible
one of these should be photographic (for example, a current passport, new style
UK driving licence, a Young Scot card or a National Entitlement Card, etc.). One
item of address related evidence containing the name and address of the
individual and one item confirming the date of birth of the individual should also
be sought. In the absence of photographic evidence, a full birth certificate with a
date of birth confirmed will carry more weight than a copy issued more recently.
Address details covering at least the past five years must also be
obtained. Consistency between the supporting information and the information
provided by the individual in his or her application or request tends to lead to a
greater level of confidence in their identity. If further guidance is required to
ensure all relevant information is obtained, please refer to the following
Disclosure Scotland website:
http://www.disclosurescotland.co.uk/basicdisclosureonline/index.htm

There are two issues to be considered regarding the appointment of individuals
who were born or who have lived outwith the UK: the first relates to the identity
of the individual and the second relates to checking his or her criminal record.

With regard to the identity of the individual, employers should take particular
care during the recruitment process, ensuring they follow up references and
undertake other relevant checks before making an appointment. Consideration
should still be given to the information described above, albeit this will relate to
foreign documents. There is useful information on the Centre for the Protection
of the National Infrastructure’s (CPNI) website that might be of help:
www.cpni.gov.uk

Employers can ask prospective employees and existing members of staff to
provide a criminal record certificate, where available, from their government or
an appropriate government/police agency in the country where they were born
and or resided. Guidance on the availability of this service is provided by the
CRB in England. This can be accessed at: www.crb.homeoffice.gov.uk.
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Please provide details of you authentication process (continue on a separate sheet if
necessary)
□
I confirm that we have processes in place to confirm the authenticity of
individuals.
□ I confirm that we will seek written consent from applicants to receive and
view certificates prior to submitting applications to Disclosure Scotland.
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POLICY ON THE SECURE STORAGE, HANDLING, USE, RETENTION AND
DISPOSAL OF DISCLOSURE INFORMATION
The Code requires organisations registering with Disclosure Scotland to have a
written policy on the secure storage, handling, use, retention and disposal of
Disclosure information.
If you are accepted as a B2B customer you will be expected to prepare a policy for
your organisation and submit it with your application. To assist you in this, you may
wish to refer to the model policy available from the Publications Page of our website
(under the Disclosure Scotland Code of Practice & Related Documents and
Disclosure Application Form Guidance Notes section).
If your organisation is accepted on to the B2B process, then you will formally be
required to sign and agree to the terms of the Operating Processing Agreement – a
copy is attached at Annex 1 of this document.
New B2B customers (including existing Registered Bodies) will also be required to
complete a Responsible Body Pack.
All relevant paper work will be issued upon acceptance on to the B2B process.
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SECTION 6: AUTHORISATION
The person entering into this agreement must have the authority and a level of
responsibility to do so on behalf of the responsible body.
Signed:
Print Name:
On behalf of:
Position within organisation:
Date:
FOR OFFICIAL USE ONLY
(Please X applicable)
Reasons
Accepted
Rejected
Suspended
Signed:
Print Name:
Date:
Notes:
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Annex A: - OPERATIONAL PROCESSING AGREEMENT
OPA Annex A
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