Policy on the Handling of Gender-Based Violence Screening Information
1. Purpose
This policy outlines how information collected through the Gender-Based Violence Screening Form (“the Screening Form”) will be received, stored, assessed, and used by the organisation. The purpose of collecting this information is to support a safe, respectful, and inclusive workplace and to comply with organisational safeguarding responsibilities.
2. Scope
This policy applies to:
All job applicants
All employees
All contractors, consultants, and temporary workers
Any third-party providers supplying personnel to the organisation
3. Principles
Yugo is committed to the following core principles when handling sensitive information:
Confidentiality: Information will be accessed only by authorised personnel with a legitimate business need.
Privacy Compliance: All handling of information will align with applicable privacy, employment, and human rights laws in relevant jurisdictions.
Fairness: Information will not be used to unfairly discriminate but may be considered in assessing role suitability, consistent with organisational safeguarding obligations.
Data Minimisation: Only information strictly necessary for safety and suitability assessments will be collected and retained.
Security: Information will be securely stored and protected from unauthorised access.
4. Collection of Information
Information is collected through the Screening Form at the point of employment, engagement, or relevant role change.
Individuals will be informed of:
Why the information is being collected
How it will be used
Their rights regarding access, correction, and confidentiality
Completion of the Screening Form is a mandatory part of the recruitment or engagement process unless prohibited by local law.
5. Use of Information
The information provided will be used solely for the purpose of:
Assessing suitability for employment or engagement
Determining whether any substantiated findings or relevant investigations pose a risk to colleagues, residents, customers, or the organisation
Supporting safeguarding, risk-management, and duty-of-care obligations
The information will not be used for any unrelated purpose, such as marketing or performance management.
Decision-making that relies on this information will be:
Documented,
Fair and evidence-based, and
Reviewed by P&C or another authorised function.
6. Access and Disclosure
Access is strictly limited to:
Members of the People & Culture team responsible for recruitment or case management
Hiring managers (where necessary)
Legal or compliance personnel (if required)
Senior leadership only where a significant risk assessment is needed
Information will not be disclosed externally except:
When required by law
When necessary to protect the safety of individuals
With the explicit written consent of the individual
When handing over to authorised third-party investigators or regulators
All disclosures will be documented.
7. Storage and Security
Screening Form records will be stored:
Separate from general personnel files where appropriate
With access controls and audit trails
Only authorised personnel may view or update the records.
8. Retention and Destruction
Information will be retained only for as long as necessary to fulfil the purposes of assessment and organisational risk management, and in line with:
Local retention laws
Organisational document retention schedules
When no longer required, information will be securely destroyed using approved methods (e.g., secure digital deletion or certified document destruction).
9. Accuracy and Correction
Individuals have the right, as permitted by law, to:
Access the information held about them
Request corrections if information is incomplete, outdated, or inaccurate
Seek clarification about how information has been used
Requests will be handled promptly and fairly.
10. Review and Audit
This policy will be reviewed annually, or sooner if required by legal, regulatory, or operational changes.
Internal audits may be conducted to confirm compliance with privacy and safeguarding requirements.
11. Non-Compliance
Breaches of this policy may result in disciplinary action, up to and including termination, and may carry legal consequences.