Purpose

This policy outlines Snap Care Limited’s approach to obtaining, verifying, storing, and using references for candidates. It ensures compliance with UK employment law, promotes safe recruitment practice, and protects the integrity, confidentiality, and accuracy of information provided.

Scope

This policy applies to all candidates registering with Snap Care, staff involved in recruitment activities, and any third parties providing references.

Principles

Snap Care is committed to safe, fair, and transparent recruitment practices. References are an essential part of assessing a candidate’s suitability for roles supporting children, young people, and adults, including those with disabilities and complex needs.

Reference Requirements

• Snap Care seeks references covering at least the last 3–5 years of employment, where possible.
• For roles involving care, support, or work with children or adults at risk, references should cover all relevant positions, even if these extend beyond five years.
• Snap Care can only accept references from employers or individuals who have known the candidate in a professional capacity.
• Personal or character references from friends, family members, or anyone unable to comment on the candidate’s professional conduct will not be accepted.
• Candidates are expected to provide details of at least two suitable professional referees where possible.

Verification of References

• Snap Care will not contact any referee until the candidate has explicitly confirmed they are happy for us to do so.
• All references are verified verbally as part of Snap Care’s best practice and safer recruitment standards.
• Attempts to contact referees will be recorded, and verification will only be considered complete once the referee has been spoken to directly and key information confirmed.
• Where written references are provided, these will also be verified verbally to ensure authenticity.

Confidentiality and Data Protection

• References provided by employers or professional contacts will not be shared with candidates.
• This includes the full reference, extracts, or the identity of concerns raised, unless legally required to disclose.
• All reference data is stored securely and processed in accordance with UK GDPR and the Data Protection Act 2018.
• Referees’ details will be retained only as long as necessary for recruitment and compliance purposes.

Accuracy and Fairness

• If a reference contains information that may affect a candidate’s suitability, Snap Care will consider the content carefully and fairly in line with employment law and safer recruitment principles.
• Candidates may be given the opportunity to respond to concerns without disclosing the original reference.
• Referees must provide factual, accurate information. Misleading, discriminatory, or malicious references will not be accepted.

Responsibilities of Candidates

• Candidates must ensure that referees are aware they have been nominated and are willing to be contacted.
• Referee details must be accurate and up to date.
• Any attempt to provide false referee information may result in immediate withdrawal from the recruitment process.

Responsibilities of Snap Care Staff

• Staff must follow this policy consistently and ensure that references form part of a robust safer recruitment process.
• Staff must verify references promptly to avoid delays in onboarding.
• Any concerns arising from references must be escalated appropriately

Non-UK/International References

• International references may take longer to verify.

• Snap Care may request additional evidence, such as written confirmation on official letterhead or certificates, to support the reference.

• Alternative evidence, including training certificates or verified volunteer references, may be used if professional references are limited.

Legal Compliance

This policy aligns with UK employment law, including: - Employment Rights Act 1996 - Data Protection Act 2018 and UK GDPR - Equality Act 2010 - Safer recruitment principles for roles involving vulnerable groups

Review

This policy will be reviewed annually or earlier if required to reflect changes in legislation, regulatory guidance, or safer recruitment standards.