In confidence

SECURITY CHECKS CONSENT FORM

PLEASE COMPLETE IN BLACK INK AND WRITE CLEARLY IN BLOCK CAPITALS

Royal Mail Group will undertake mandatory security checks on applicants in accordance with company policy, the Prevailing Data Protection Legislation,
the Police Act 1997, the Rehabilitation of Offenders Act 1974, and the Good Friday Agreement.

Individual Personal Data - To be completed by the person to be security checked. Please note ALL sections are compulsory
Title: Mr / Mrs / Miss / Ms (delete as applicable) Surname:
First Name: Middle Name(s):
Previous Surname(s): Previous Forename(s):
Town of Birth: Country of Birth:
Date of Birth (dd/mm/yyyy):

National Insurance Number:

Your current UK Address:
Address Line 1:
Address Line 2: Post Town:
Post Code: Date moved into this address (mm/yyyy):
Your mother’s FULL name at the time of her birth: Forename(s): Surname:
If you have changed your Forename or Surname please provide the date this has changed _____________________________________________________
If you have changed your Nationality please provide your previous Nationality and the date you became a citizen of the new country.
_______________________________________________________________________________________________________________________________
_______
Criminal Record Information - To be completed by the person to be security checked. Please note ALL sections are compulsory

A Criminal Conviction means any offence that you were found guilty of committing by Court or Court Martial including motoring offences even if you
did not attend. Answering 'yes' does not mean that Royal Mail Group cannot consider you for the role. Please note you should declare any motoring
offences which resulted in fines, points on your Driving License in the last 5 years or custodial sentences which remain unspent in line with the
Rehabilitation of Offenders Act 1974. Please tick as applicable
Have you ever been convicted of any criminal offence which is currently unspent? Yes No
If you have ticked yes to the question relating to unspent criminal offence you must provide full details below:
The nature of the offence(s):
The date(s) of the offence(s):
The sentence(s) or court order(s):
Please tick as applicable
Do you have any Impending Prosecution(s) including motoring offences? Yes No
If you have ticked yes to the question relating to Impending Prosecution please provide details below:
The nature of the offence(s) you are being charged with:
Please tick as applicable
Have you been convicted of a motoring offence within the last 5 years? (This includes Penalty Points) Yes No
If you have ticked yes to the question relating to motoring offences you must provide full details below:
The nature of the motoring offence(s): The date(s) &
of the motoring offence(s): The sentence(s) or court
order(s): Have you been a resident in a single
country outside of the UK continuously for 6 months or more within the last 5 years? (please list countries and dates)

Royal Mail Group Limited is proposing to submit an application to the Disclosure & Barring Service, Disclosure Scotland or Access NI for a basic disclosure.
A basic disclosure certificate will contain information about any unspent convictions held in your name or confirm that no such unspent convictions exist. By
ticking the boxes below and signing this statement you are acknowledging or consenting to some or all of these statements.
Further information on Basic Disclosures can be found at https://www.gov.uk/government/organisations/disclosure-and-barring-service ,
https://www.mygov.scot/basic-disclosure/ or https://www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks depending
on the third party undertaking the check

□ I acknowledge that Royal Mail Group has permission to carry out stage 1 security checks and for these to be audited by Royal Mail Group. This check
includes a Royal Mail Debarment Check.
□ I acknowledge that Royal Mail will carry out security checks including a Criminal Record Check (Basic Disclosure Check) through Disclosure & Barring
Service, Disclosure Scotland or Access NI using the data supplied during this application and that these security checks may be audited by a third party that is
approved by Royal Mail Group. For the purposes of undertaking a Criminal Record Check, the personal data will be exchanged electronically between these
parties.

Agency Use Only: Vetting Category

Classified: RMG – Internal

 □ I can confirm I am the person listed in this application and have provided complete and true information in support of the application. I understand that
knowingly making a false statement for this purpose is a criminal offence.

□ I have read the Basic DBS Check Privacy Policy for Applicants and I understand how DBS will process my personal data.

□ I acknowledge that if the check is carried out by Disclosure Scotland, my express consent for an application to be submitted by Royal Mail Group is
required by Disclosure Scotland. I give this consent.

□ I consent to the Disclosure & Barring Service, Disclosure Scotland or Access NI (depending on which third party is undertaking the check) providing an
electronic result directly to the responsible organization that has submitted my application. I understand that an electronic result contains a message that
indicates either the certificate does not contain criminal record information or to await certificate which will indicate that my certificate contains criminal
record information.

□ If consent for Royal Mail Group to receive the Basic Disclosure Certificate is given below, I acknowledge that Royal Mail Group will retain a copy of my
Basic Disclosure Certificate following receipt in line with Royal Mail Group’s retention guidelines. I also acknowledge that consent given under this form will
last for a period of twelve months from the date of this application.

□ I give consent for Royal Mail Group to receive and open my Criminal Record Check (Basic Disclosure Certificate) prior to me seeing it for the purposes of
progressing and assessing my application for employment and for audit, administrative and other recruitment management purposes.

□ I give consent for Royal Mail Group to assess and retain a copy of my Overseas Criminal Record Check provided by me, where applicable.

□ I acknowledge that the organisation above has confirmed that if Disclosure & Barring Service, Disclosure Scotland or Access NI indicates that my basic
disclosure certificate will contain information, that a recruitment decision about me will not be made until the content of that certificate is considered by the
organization.

□ I acknowledge that Royal Mail Group will retain a copy of my basic disclosure following receipt with Royal Mail retention guidelines or in my personnel
file if deemed a requirement for the role under current CAA regulations. *UK Single Consolidated Direction, Chapter 11 (Recruitment & Training). Further
information in relation to current CAA regulations can be found at: https://www.caa.co.uk/Commercial-industry/Security/Regulation/Criminal-record-checks/

Signed: Date:

Agency Use Only: Vetting Category Aviation: Hard Copy Certificate required? Yes/No
To be completed by RMG manager or agency representative.

In cases where candidate vetting is requested more than seven days from the completion of SCCF:

I can confirm that there have been no changes in circumstances or conviction declarations.

Name ___________________________________________________________________________________

  Signature_________________________________________________________________________________

If there have been any changes then a new SCCF must be completed.

Royal Mail is an Equal Opportunities Employer.. Royal Mail is a trading name of Royal Mail Group. Registered number 4138203. Registered in England and Wales. Registered office: 100 Victoria
Embankment, LONDON, EC4Y 0HQ – RETENTION PERIOD – LIFE OF EMPLOYMENT +7 YEARS
Title Version Date issued Review Date Owner Location Stored
Security Checks Consent Form (SCCF) 1 24/04/2020 31/01/2021 Security Vetting STL QMDL

Classified: RMG – Internal

 n confidenceADDITIONAL SECURITY CHECKS CONSENT FORM

PLEASE COMPLETE IN BLACK INK AND WRITE CLEARLY IN BLOCK CAPTIALS

Please note; this form is only to be used for new applicants or existing Royal Mail Group employees who undertake a role where these checks are mandatory under the terms
of the Royal Mail Vetting Policy.
Individual Personal Data and Declaration – To be completed by the person to be security checked. Please note ALL sections are compulsory
Title: Mr. / Mrs. / Miss / Ms (Delete as applicable) Surname:
First Name: Middle Name(s):
Previous Surname(s): Previous Forename(s):
Date Of Birth (dd/mm/yyyy): NI Number:
Current UK Address:
Address Line 1:
_____________________________________________________________________________________________________________
Address Line 2: Post Town: ________________________________________
Postcode: Country: Resident at this address from : _
Previous Address: (If period of residence at current address is LESS than 5 YEARS)
Address Line 1:
Address Line 2: Post Town:
Postcode: Country: Resident at this address from:
I give acknowledge that Royal Mail Group will carry out the following checks:
1: Court Information: a) Bankruptcy b) Individual Voluntary Arrangement c) County Court Judgment(s)
Royal Mail Group will use this information to assess individual suitability for employment in line with Royal Mail Group Vetting Policy and industry standards as applicable to
this role and the information may be shared within Royal mail Group.
Please note: A record of the search will be retained by the credit reference agencies and may be supplied by them to other organisations if for example you apply for credit in the
future.
I understand that by giving my consent below. Royal Mail Group has permission to carry out the above check(s) and for those to be audited by a third party that is
approved by Royal Mail Group.

Signed: Date:

To be completed by the person authorised by Royal Mail Group who witnessed the completion of this form by the individual.
I confirm that I have verified the identification and right to work in the UK of the above person and that the details given above exactly match the details on the application
submitted for working in Royal Mail Group, its subsidiaries (including Joint Venture Partners), or for one of its agents or subcontractors, or the above person is an existing
Royal Mail group employee.
New Employee / Existing Employee (delete as applicable)
Business Section: _______________Business Sub-section: _______________
Checks required for vetting category number:

Signed: Date:

Signatory (print full name):

Telephone Number: Company Name:
Company Address:
(Inc. postcode)
For Royal Mail HRS Security Vetting Team use only.

Voters Roll Check Result

Clear Fail Dispute 1 Fail Dispute 2 Fail Dispute 3

Dispute 1: The individual’s current address given is shown as untraceable on the Electoral Roll – i.e. unrecognisable address, no main post town given or incorrect
postcode. (Please amend to correct address and re-submit to Security Vetting Team).
Dispute 2: The individual’s current address is shown as unlisted on the Electoral Roll – i.e. a return has not been made to the local authorities (Individual required to
contact local authority, ONLY re-submit to Security Vetting Team after receipt of confirmation that a return has been made to the local authority and it has been
formerly acknowledged).
Dispute 3: The person detailed on this form is not listed at the current address on the Voters Roll within the last 12 months. (Please obtain proof of current address as
resolution to clear – no need to re-submit to Security Vetting Team,).

Credit Check Result:

Clear Fail Line Manager Assessment Clear Line Manager Assessment Fail

Date of Check: ______________________________

Check completed by (initials): ______________________________

Royal Mail is an Equal Opportunities Employer. Royal Mail is a trading name of Royal Mail Group. Registered number 4138203. Registered in England and Wales.
Registered office: 100 Victoria Embankment, LONDON, EC4Y 0HQ – RETENTION PERIOD – LIFE OF EMPLOYMENT +7 YEARS
Title Version Date issued Review Date Owner Location Stored
Additional Security Checks Consent Form (ASCCF) 13 07/06/2013 31/01/2021 Security Vetting STL QMDL
n confidenceAdditional Previous Address Form

Please complete in black ink and write clearly in block capitals.

This form should only be completed if the individual’s current address does not cover a full 5 years.
Title Mr/Mrs/Miss/Ms: Surname:

First Name: Middle Name(s):

Date of Birth (DD/MM/YYYY): NI Number:

Previous Address
Address Line 1:

Address Line 2:

Post Town: Postcode: Country:

Resident at this address from: (MM/YYYY)

Previous Address
Address Line 1:

Address Line 2:

Post Town: Postcode: Country:

Resident at this address from: (MM/YYYY)

Previous Address
Address Line 1:

Address Line 2:

Post Town: Postcode: Country:

Resident at this address from: (MM/YYYY)

Previous Address
Address Line 1:

Address Line 2:

Post Town: Postcode: Country:

Resident at this address from: (MM/YYYY)

Previous Address
Address Line 1:

Address Line 2:

Post Town: Postcode: Country:

Resident at this address from: (MM/YYYY)

If further addresses are required to complete a FULL 5 YEAR history, then please complete further Additional Previous Address Form(s) as required

Individual’s Signature: Date:

Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, LONDON, EC4Y 0HQ
Retention period – Life of employment +7years
Title Version Date issued Review Date Owner
Personal Declaration (P13) 18 18/07/2018 31/03/2020 Security Vetting STL QMDL
PERSONAL DECLARATION TO ROYAL MAIL GROUP
(Royal Mail Group Ltd and its associated companies)

You should read this document carefully and then sign your name to the declaration below.

Royal Mail Groups obligations

Royal Mail Group must ensure that letters, parcels and all other communications or items entrusted to it are delivered as
addressed promptly and safely, and that the information in them reaches no one not entitled to it. To help Royal Mail Group
provide this essential service to the community, there are important legal requirements which you must comply with. It is
important for you to be aware of and understand those provisions, not only for your own sake but also in order that you should
not, through any fault or omission on your part, enable or tempt others to break them.

Safety of Postal Packets

It is a criminal offence to steal, deliberately destroy or damage a letter, parcel, mailbag or any other postal packet in course of
transmission by post. It is also an offence to open or delay (contrary to your duty) a letter, parcel, mailbag, or any other postal
packet in course of transmission by post. Persons suspected of criminal offences will be subject to investigation which may lead to
prosecution in the criminal courts. Serious penalties, including terms of imprisonment, are provided for such offences. Other
misconduct which endangers the safety of a mailbag or postal packet may lead to termination of employment or engagement or
contract with Royal Mail Group.

Preventing and Reporting Crime

You have a civil and contractual duty to report any suspicions that you have of criminal behaviour in others and Royal Mail is
committed to recover the value of any loss caused by crime and the investigation/prosecution costs.

Criminal Offences

If you are charged with any criminal offence whilst employed or engaged by Royal Mail Group, you must immediately inform your
supervisor of the details. Where a person engaged in Royal Mail business is involved in a criminal offence, the police have
discretion to notify Royal Mail of convictions and may provide other relevant information.

Confidential Information

You must not whilst employed or contractually bound by Royal Mail Group or engaged in Royal Mail Group’s business, nor after
that employment or engagement ceases, disclose to any other person, firm or company, or publish or broadcast or use for your
own benefit or for the benefit of a third party any confidential information relating in any way to the activities, operations or
business methods of Royal Mail Group or its business partners, except as previously authorised in writing by or on behalf of Royal
Mail Group. Any unauthorised disclosure may amount to a criminal offence.

Our Business Standards (or any standards that may replace this)

High standards of personal behavior at work are expected of everybody who works for the company, as set out in the Royal Mail
Group’s Code of Business Standards. You are expected to:
Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, LONDON, EC4Y 0HQ
Retention period – Life of employment +7years
Title Version Date issued Review Date Owner

Personal Declaration (P13) 18 18/07/2018 31/03/2020 Security Vetting STL QMDL

  Conduct yourself appropriately in line with Our Business Standards
 Operate within the law
 Adopt the guiding principles of Equality and Fairness Policy
 All RMG employees and agency workers must inform your manager of any second job you have or intend to with another
employer however this job must not be working for a competitor of Royal Mail Group. (This clause does not apply to
Owner Drivers, Couriers or any designated drivers).

In addition, you should demonstrate: efficiency and reliability, punctuality and good attendance, honesty and integrity and a smart
and clean appearance.

Conduct which damages service to customers or the reputation or efficiency of the company is unacceptable, including for
example, lateness, poor attendance, dishonesty, drunkenness, use of illegal substances or violent behaviour. Please remember
that gambling is not permitted on duty or company premises, and that staff clubs can only exist if they comply with the company
rules.

Photo ID

In signing this document you agree that you understand that it is an absolute requirement for you to display or to be able to
produce Royal Mail photographic identification, or in the case of contractors other agreed photographic identification, at all times
that you are on duty or within Royal Mail premises.

Data Protection

Any person who handles information about identifiable living people whether processed electronically or manually may also
commit an offence under the prevailing data protection legislation if he/she knowingly or recklessly handles personal data without
the consent of the data controller; procures or discloses the personal data of another person without the consent of the data
controller; or retains personal data, after it has been obtained, without the consent of the person who was the controller when the
data was obtained.

I have read and fully understand this document. I understand that it forms part of my contractual duty to adhere to all of the
standards defined above. I agree that a copy will be retained in my file.

If you are an agency worker or contractor, you agree that signing this form does not imply that you should be construed as an
employee of Royal Mail Group and you accept and agree that you are not an employee of Royal Mail Group.

Full Name:

Signature:

Date:

Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, LONDON, EC4Y 0HQ
Retention period – Life of employment +7years
Title Version Date issued Review Date Owner

Personal Declaration (P13) 18 18/07/2018 31/03/2020 Security Vetting STL QMDL

 FIVE YEAR ACTIVITY HISTORY
All candidates/employees are required to provide a detailed five year activity/work/education history. This must be all activity up to date
including periods of absence from Royal Mail Group. This is an important and essential part of the Ofcom licence; Protecting the Integrity of
Mail. Please provide this information on the attached sheet and return the form to us.

If you do not have five years continuous work history then a full explanation of the last five years is required outlining all relevant
activities including unemployment, career breaks, family commitments, sabbaticals, time spent studying or any other activity outside
of these categories.

Please complete the enclosed form as per the example below, starting with your most recent employment/activity first. Please provide
employer’s name, address, postcode, and a contact name and telephone number if you have it.

Please return to: Re-employments

Security Vetting
HR Services
Pond Street
SHEFFIELD

S98 6HR
EXAMPLE:
Dates
From To Job Title, or what Address Contact Name Telephone Number
dd/mm/yyy dd/mm/yyy you were doing
y y
01/08/2012 Present Unemployed – A Jobcentre 0055 959565
receiving Job High Street
Seekers Allowance Fulchester
MU12 6PC
22/07/2011 31/07/2012 Packer Nice Foods Ltd Mr Mann 01897 66978
Center Park
Kingsby
MC9 3PX
03/09/2009 21/07/2011 College Student SOHN College Dr. Feelgood 0879 23456
School Road
Servityville
UN1 1VT
01/01/2008 02/09/2009 Caring for relatives Home address N/a N/a
– receiving Carers
Allowance

Document Title: Version or Date issued: Review date: Owner: Location stored:
draft No:

Five year Activity Form 2.0 31/07/2013 01/06/2019 STL Security QMDL
Vetting
NAME____________________________________________ Pay No.__________________

Five year activity history – with no gaps of more than 28 days

Dates
From To Job Title, or activity Address Contact Name Telephone
Dd/mm/yyy Dd/mm/yyy you were doing Number
y y

Document Title: Version or Date issued: Review date: Owner: Location stored:
draft No:

Five year Activity Form 2.0 31/07/2013 01/06/2019 STL Security QMDL
Vetting
Confirmation of Induction

Before Starting work at a Royal Mail Site you will need to have read
through and understood the booklet.

Any questions you have should be directed at your Consultant.

You will then to sign this declaration and hand it back to your consultant
to place in your file.

(Full Name) have read and

Understood this booklet and am fully aware of my obligations regarding my
own personal safety and my duty to safeguard the mail.

Signed Date