Guidance

The vetting charter

Updated 10 February 2025

We are committed to making vetting as straightforward and as accessible as possible to all.  Our Vetting Charter sets out how you can expect to be treated, and what is expected of you.

During the vetting process we will:

Treat you in a fair and impartial manner while respecting your individuality

This means that we will engage with you without any biases or preconceived notions, ensuring that every interaction is conducted with integrity and respect. We will always treat you as an individual.

If you require a reasonable adjustment as part of the process, we will do our best to accommodate this. This could be for completing the application form, or when submitting supporting evidence - please speak to us about any way in which we may be able to make the process more equitable for you.

For more information on reasonable adjustments, please see this guidance 

Provide a helpful, effective and supportive service

We will guide and support you through the vetting experience; our team of trained professionals are experts in their respective fields. We will answer your queries as promptly as we can. And we will deal with the information you give us confidentially, and securely. 

Strive for professional excellence

In striving for professional excellence we are dedicated to providing a trusted and assured vetting service. We set benchmarks for quality, innovation and ethical conduct, working to continually improve our vetting services. We will be sensitive to any concerns you may have or support you may require to ensure that the process is as smooth as possible.

Protect your personal information

We will protect your personal data and any other information you share with us. We understand that much of the information you share with us will be highly personal and confidential and we understand our responsibility to hold this in the strictest confidence. For more information on how we handle your data, please see the NSV Privacy Notice.

Ensure our actions and questions are proportionate to the level of vetting required

As a Vetting Applicant, you will be treated as an individual. This allows us to understand your life experiences and circumstances and identify any potential risks that may be associated with you holding security clearance. 

In Vetting Interviews we encourage open dialogue so we can fully understand your unique experiences.

In circumstances when security clearance cannot be granted, we will provide you with as full an explanation as we can as to why this decision has been made. However, this may be limited by how much we can share about the decision making process.

Find out more about the different clearance levels. You may also find our Demystifying Vetting guides and videos helpful in understanding why we ask certain questions. 

Ensure you have a dedicated customer experience team to help with queries throughout the process

We welcome feedback and will deal with your query or any concerns as quickly as possible. Our UKSV Helpdesk Team is focused on improving the customer journey based on your feedback, and will ensure that the customer experience is always considered as part of the vetting process. The team will try to resolve concerns where they can, but if you are not satisfied that we are meeting these standards then there is a complaint process you can follow. 

What we expect from you

Be honest, open and engaged with the process

Be open and engage with the process completely. Provide us with all the relevant facts and information that’s requested. We do understand that some information may be very difficult or impossible to obtain, so please make a note of what’s missing and why. Intentionally omitting information or providing misleading information will result in delays and potentially your application being cancelled.

Respond promptly to requests for information

Log in and complete security forms in a timely manner. Let us know as soon as possible if you have any issues with getting information or filling out the forms. Respond quickly to your Vetting Clearance Officer to book in interviews if required and supply further information as necessary.

Treat our staff with respect and patience

Our staff are here to help guide you through the process and answer any questions you have. However, sometimes the process can be lengthy and it can be difficult to give applicants an exact timeline, so we appreciate your patience with this and please know we are doing everything we can in the background to progress your application.

UKSV has a duty of care to protect employees from any form of harassment including sexual harassment within the physical and digital workplace. We are committed to providing a safe and respectful environment for our staff, customers and applicants. 

Sexual harassment is unacceptable and will not be tolerated under any circumstances. We expect all customers and applicants to conduct themselves in a manner that respects the dignity and safety of our staff. Any behaviour deemed inappropriate may result in UKSV withdrawing services, immediate removal from physical or virtual setting, and escalation to the appropriate authorities.

Holding Security Clearance comes with a responsibility

You are expected to engage with UKSV and your department security team on vetting-related matters for as long as you have a security cleared role. Details of what’s expected from you in order to maintain your clearance can be found in this guide.

Keep us informed of any changes in your personal circumstances that might be relevant

Follow our guidance and get in touch with us as soon as possible if you need help.

Protect your information

Do not share confidential information about the vetting process with others and tell us straight away if you think someone else knows your application details, such as passwords to the vetting portal.

Tell us how we did

We really value your feedback. You will have the opportunity to provide this when your vetting application is complete. Let us know how well the process met your expectations, anything that concerned you, or things we might improve.