Ciphr and TrustID: right to work checks and digital ID verification

SPEAKERS 
Tony Machin, TrustID, James Whatmore, Ciphr, Cathryn Newbery, Ciphr 

Cathryn Newbery, Ciphr  00:03 
Hi, everyone, and welcome to today’s webinar from Ciphr and our partner trust ID Right to Work checks and digital ID verification. It’s great to have you’re with us today. I’m Cathryn and I’m Ciphr’s Head of Content. Join. I’m joined today by my colleague James Whatmore, who’s an account, new business mid market manager. Sorry, I didn’t get a new job title through my teeth. And Tony mentioned who is CEO at TrustID. So welcome, James. And Tony, it’s delightful to have you with us today. 

Tony Machin, TrustID  00:32 
Thanks, Catherine. Good to be here. 

Cathryn Newbery, Ciphr  00:35 
And a quick overview from me. I’ve started fair before we started just in case you haven’t come across this before. Our HCM platforms over connect helps you manage activities across the employee lifecycle from recruitment and onboarding through to payroll learning, and much more. Today, we’ll be talking about how cyphers HR and recruitment solutions can help you comply with digital rights to work check requirements through our integration with trust ID solutions. Here’s our agenda. Today, we’re going to look at the Right to Work guidance and how that’s changed from first of October 2020. To how trust ID can help with digital and non digital checks. We’ll also be sharing a demo of trust ID solution and reporting and how that integrates with cipher HR. We’ll also be taking your questions at the end. If you do have questions, please send them in using the webinar control panel at any time. If you’re watching live, this recording will be emailed to you later today. Should you wish to go over it again at any time. And with that, I’m gonna hand over to Tony to take it away. 

Tony Machin, TrustID  01:34 
Thanks, Catherine. Okay, can we have the next slide please? Good morning, everybody. So just a quick overview of trust ID. So we are a certified iDSP. Those of you are thinking and maybe up to date with the new terminology around digital identity. That essentially means we are certified to do a right to work checks under the home office right to work right to digital scheme. And you don’t have to be certified for right to work at the moment that is likely to change. Next year, we do need to be certified for the bear for DBS. If you don’t use a certified iDSP for right to work, then you will have to satisfy yourself that that iDSP is in fact doing the stuff as set out in the digital scheme and an understanding, for example, are they achieving medium level of competence under GPT 45, which probably sounds like a completely foreign language to most. And therefore the general advice is and the strong advice from home office is use a certified iDSP Word document experts but also Right to Work experts kindly says that we’ve currently got over 1000 public and private sector organizations, it has gone that in the last couple of months, we’re actually now at 1600 public and private sector organizations that uses including a huge amount of business and the recruitment sector. And we are solutions provider. So obviously we’ve integrated our solution into cipher, it can be deployed standalone as well. And we support all of our services, check it out to work with the help desk that operates from eight o’clock in the morning till midnight, seven days a week. So even we’re doing a right to work check. At seven o’clock on Saturday, you will be able to get it back resolved within one hour of submitting that check. And I am chairman of the Association of document validation professionals to trade body that looks after the electronic validation industry in the UK. Next slide please. Okay, so obviously this slide says what was before the sixth of April, what came after the sixth of April, and what’s from the first of October? So let’s focus really now on what’s after the first of October. So what can you do? So what you can do is you can still do physical checks on documents, and that means people turning up with their physical documents or than sending them in the post to you and you do a video call. So that basically means that and that’s been often misunderstood. But clearly, it’s not really a viable solution where somebody’s going to post it their passport for you to sit there habit in front of you and do a video call does happen and you are allowed to do that. But generally speaking, it means that people are talking to the interview with their physical documents, and we can support that. Please, please please remember that you can no longer take brps or biometric residence cards or biometric residence permits, or biometric residence cards, you cannot take those as evidence of right to work. And that came into effect on the sixth of April. So people do turn up with cards, you’re not allowed to take them. We are still seeing some instances of that happening. So that’s the physical document checks. And in terms of remote checks, you can no longer do the COVID exemptions, obviously as opposed to others that’s absolutely gone. So no confusion and there is confusion about video checks. So if you’ve got the physical document in front of you, then you can do a video call, if you haven’t got a physical document, you can’t do a vertical and have them, show them the document online as you can in COVID completely stopped. But you obviously can use share codes, which we call both remote check bit confusing, you could call a digital check. And the share code is essentially the new BRP the E visa, where somebody you ask the employee to go and get their share code from the Home Office database, and they input it into the system. And then they give you the right to work status. And then finally, we’ve got the digital checks. And the digital checks have been in effect from April. But obviously, the deadline was moved to them, first of October. And that is obviously for holders of in date UK and Irish biometric. So that’s what you can do from now. And if we just go on to the next slide, I think we’re about to have a poll. So Katherine is over back over to you for that. 

Cathryn Newbery, Ciphr  05:51 
Yes. Thank you, Tony. So just a quick temperature check. If everyone on the call today. Are you already conducting digital Right to Work checks? So three options for me to choose from here? Yes, you already do digital checks to an IDFA? No, but you’re planning to introduce digital checks, or no, you’re planning to only carry out physical document check. And so Tony, you mentioned that you’re now supporting 1600 organizations with their checks, I’ve seen organizations struggling to get their processes in order before the first of October deadline, 

Tony Machin, TrustID  06:20 
there’s been a huge amount of one confusion. Secondly, you know, then rushed in the market. And most people are ending up once you’ve gone through that process and are actually ending up with a mix of both digital and in person checks. Because obviously, not everybody can do a Digital Check. But a lot of clients have just reverted to going back to what they were doing pre COVID, which is you know, in person or physical document checks, while they still think about what they want to do going forward. So very, very different depending on I would say it was sector specific, only that it’s very mixed picture. Okay, thank 

Cathryn Newbery, Ciphr  06:55 
you for that. And I think that’s kind of reflected in the poll results that I can share now. So 12% of people in the courses that are already doing digital checks, 45% are planning to introduce them aren’t doing them at the moment. And 43% are saying they will revert to carrying out only the physical document check. So that kind of mirrors the experience you’re seeing Tony and totally understandable that you might want to just kind of opt out of the digital sphere and go back to what you trust and know. So I’m going to move on to your next slide now. Thanks, everyone. 

Tony Machin, TrustID  07:27 
Okay, so just to talk about digital for the digital scheme. And that is for the UK and Irish citizens. So they must have an end date Ireland, UK or Irish biometric passport, or passport card, if you’re Irish, that’s a two sided document that the Irish can have. And that is allowable. Any out of date UK identity documents, passports etc, are not permitted. And they will therefore have to show you the physical document. So there has been better debate about this, whether that’s fair, because obviously all non UK with a Visa or the visa can do remote checks. But clearly if you’ve got an out of a British passport, which through COVID, a lot of people do actually end up with our to take passports with all the news about the passport office and the backlog. Well, the reality is that the way that we’re the reason there was I’m not saying it’s right, but the reason the rules were implemented is because of security checks can be a lot higher on a biometric passport than they can on a non primate passport. And they say if you allowed any old passport that might be 20 years old, then that likely is not to be biometric. And therefore we will be able to do the same kind of security checks. That’s the rationale. Whether it’s right or wrong is for other people to debate, but that’s what it’s about. So our debate, passports must be a physical check. And for us that just so say I mentioned this before GPG 45 Is the government standard for identity checking. And we must for a right to work achieve a medium level of confidence. Being certified, we’ve been certified to do that everybody knows we’ve done it, we’ve had external organizations come in check that if you use non certified as I said earlier, you would have to confirm that they were doing that just hit the next button thanking the non UK and Irish said then obviously, that is now switching only to the US as your home office going digital. So it is a digital kind of means or remote check. And that’s a basically that the share code, which you can access through the integration with with cipher or working you can do yourself if you’ve got the share code direct from your applicant. And just to reiterate, no BRC is the office or PRCs, please. Next slide. So how can trust Id help through the cipher integration? Well, first of all, clearly, we can do the all the digital checks. And that’s what we call sending a guest link. So if you look at the that automates those digital checks, number one in the process is sender guessing that’s an email which I think we’re going to see a demo in shortly in terms of video, send a guest link out the employee potential employee uploads their document and all their share code and it’s selfie, the ISP does, we will do the checks as required, I will send you the report. And then you must make sure that when you get that report back that you cross check that report where the person actually starts work. That is unimportant. But now if you do all that, you’ll get yourself a statutory excuse, if you’ve used a certified idea. And the non digital checks, people are not eligible, or for whatever reason, don’t want to go down the Digital Check, then we can support those, either through what we call our four main service, which is an eligibility and validity or we can just do validity so that out of date British passport, you may want to check is it real, because we are seeing an increase in fake passports because obviously, they don’t want to do a digital check. And or if it’s still a foreign national, it’s on the passport and visa, and they are still around, then obviously, we’ll check both the passport and the visa are real. But also target the visa allows the woman that we’ve applied for those are differences, just validity, or validity and eligibility. Same kind of process this time that it’s not the applicant uploading a document, it would be the hiring manager uploading the document that they’ve seen confirm they’ve seen the original, send it to us, and then we send a report. So that’s how we can help on both digital and non digital. I think that’s me, don’t Catherine. 

Cathryn Newbery, Ciphr  11:17 
So I’ll hand over to James now. Thanks, Tony. 

James Whatmore, Ciphr  11:23 
Great, thank you. So that’s the next slide please. So I guess the conclusion. And so the wines are great. And I guess p with your HR system. Well, there are numerous benefits to the integration. And we’ve highlighted some of them below, obviously starting with efficiency. And that’s because the integration enables the management and processing of checks to become part of your process for recruitment, onboarding checks for existing employees and anyone that you may be re employing, and the report and the outcome of the assessments that have been carried out and then automatically stored in either own crew or side of HR, all of which supports better consistency, in addition to saving time as you’re not having to leave the software environment. So next that we have to help you comply with legislation. And that’s, as we just mentioned, the integration labels checking process to become part of your employee journey. And therefore, you’ll be better supported to ensure that checks are carried out at the appropriate stages. And that can include notifications alerts to make sure things that don’t, don’t get missed, as well as visibility of incomplete checks, outstanding checks, etc. Okay, we then looking at data security and GDPR compliance, and that’s because checks are carried out within a controlled environment secured with user roles and security profiles. And then lastly, we’ve got Audit History, which is to give you full visibility of completed check, should you ever need to refer back to the outcome of any previous checks. Okay, so go to the next slide, please. So over the next couple of slides, I’m going to give you a brief overview of how ciphers identity and background check in module works. For short, we call it the IDP C module. So the IDB C module enables customers to automate background checks and Right to Work checks within our ATS solution Ciphr iRecruit, but also our central HR solution for candidates new hires existing employees or people that you’re reporting directly with encipher. Okay, so the integration supports background checks through experience background checking service and Right to Work checks through trust ID who most will never are a leading provider of Right to Work checks, and it’s the integration with our partner trust ID and that we’re going to be focusing on during today’s session. Okay, so, what we have on screen displays your checks in progress, which is providing you a summary of information including the order day, the order reference the application type. So for example is that Canada is that an employee that checks for the status of the check what check all checks are actually being carried out the person’s reference number and the person’s personal details. So the checks in progress screen is a real time update of where Applegate application is sitting within the checking process. And next up, I just want to take you through how simple it is to actually request a check and create a new order. Okay, so on the screen that we have now, you can see that we’ve got a new order form that’s popped up by clicking on the New Order tap and you can see I’ve highlighted that on the left hand side there. So the process of creating a new order is the same for each type of check. However, through the trust ID service, this will be those those Right to Work checks. So the New Order Form captures the order date was providing tabs for you to select the application type. So again, is that a check for an employee’s check for a candidate to choose the person in question that provider which would be trust idea experience, and then finally the type of checks or check required so you can submit process is more than one check through a you know, for a single action. Okay? A key benefit of integration is that the details of the person that you’ve selected will be pulled through from their record within either our HR solution so far recruit or Accenture HR solution. And that’s remove that need for data duplication. So then after selecting the relevant checks that you wish to undertake on the person that chosen, you then simply save and submit to trust ID and that takes us to the next slide. Okay, so after you save and submit the check to trust, ideally, the candidate or the employee will then receive a link, which will be a branded email from trust ID. And that’s to notify them that their application is ready to complete with the link to the form that you can see there in blue. So the email contains the appropriate messaging and as defined by you asking the candidate or the employee to complete the check with obviously reference to your organization, the applicant has got two options, they can either click on that blue link, which will start process of completing the form or through a separate device, they can scan that QR code. And again, that will take them to start completing the form. And on the next slide, Tony is going to take us through the candidate journey, which is just short video. So you can get a bit of a visual feel on what that looks like from a candidate or employees perspective. 

Tony Machin, TrustID  16:29 
Yeah, so basically, as James says, we’ll click to get started. And here you’ll be choosing the document. And then you’ll be asked to take a photograph or the applicant will be asked to take a photograph, there’s a little kind of guidance there. And we need to create a photograph of what we want. And basically, you’ll hit Upload Image when you’re comfortable that you’re about to take the photograph of the document you’ve selected. In this case, it’s a passport, and you are asked to simply take a photograph of the passport. Now we are only taking a photograph, there’s no image capture tool here it is a simple photograph. And we find that that’s more less friction in the process. When we’ve done that, instead of taking the photo, or having taken the photo on the go video back on. So I’m taking a photo while the candidate will ask if you have any other documents that you’ve been asked to upload. So in this case, we’ll say No, we haven’t got any other documents upload. And now we’ll be asked to take a selfie. And the selfie is a simple photo. At the moment, we have passive liveness we move into active liveness, where you will be asked to kind of move your head a little bit when it’s just a straightforward selfie that will be asking permission to act. Remember, all this must take place on a mobile phone or mobile device, it can’t be done on a webcam on the computer. Hence why we have barcode handoff that James was talking about earlier. So hopefully the video will now move to taking a selfie. So we got this permission that has access to phone. Now we’re taking a selfie. Happy with that continue. And that’s all the candidates have to do. And that’s it. Thank you very much that will now go off to actor to trust idea to do our checks before returning into the cyber system. The report you want to talk about Was it nice units, 

James Whatmore, Ciphr  18:18 
just like that, that’s going to be a slide after Thank you. So as Tony said, After you save and submit the church trust ID, the company gets that link, they will then complete that link. It will go trust ID and then come back into ciphers identity and background checking module. So as a result, and as per the example that we’ve got on screen there, the order will be updated to reflect the changing status to final report. And the final report itself will be automatically uploaded to the order for you to view. And as previously mentioned, one of the benefits of integration is that the status of applications are updated in real time. And that’s going to give you the immediate access to the results and the reports for completing checks. So the next slide is an example of a report that Tony Hsieh is going to give us a quick overview of 

Tony Machin, TrustID  19:07 
to give you a better understanding. If this is the Validation Report, and as you what you will also get on a digital check is an additional report on top of this, this confirms additional check. But essentially, this report will confirm all the checks that we’ve done, which will equate to a medium level of confidence. So you can see here that we’ve actually taken the self who’ve done the match against the photograph in the document, we know that the photograph was in real life person. And you can see here that the GPG force file protocol and one eight. So again, if you are specific, so if you’re just doing this in terms of a standard report as to how it would look like but actually, if you were doing a specific digital identity, what you’d also now go something that the home office covers, which is a specific report setting out all the checks we’ve done, but you can see there’s a lot of detail on there and that is the evidence you need to keep for two years from the point where the employee leaves you for Your evidence should you ever get an inspection for immigration enforcement. That’s all the report is about. Great. Thanks, Danny, 

James Whatmore, Ciphr  20:09 
as we just mentioned, for a study, send that final report back into service identity and background checking module, you will then be able to view the report for any completed checks before making your assessment by answering the questions and inserting any comments as you can see on the screen there. So that’s going to give you the mechanism to easily and quickly analyze application reports and then provide an automated and integrated process for the next steps of an assessment. So quite a good example of that is if you think about candidates being managed within the Sci Fi recruit solution, so it could be the past could be used to automatically progress that candidate to the next stage of your recruitment process, whereas a fail could be used to automatically regret a candidate from the recruitment process. And then for existing employees, the report and the outcome of the assessment would be automatically stored within their records against the employee safeguarding area, and also their documents area, that document file. And for anyone that isn’t familiar with Ciphr, and Ciphr, safeguarding that’s a particular area of someone’s record that’s designed to manage and maintain any compliance related checks, which we’ll see an example of shortly. So covering the next slide, please. Thank you. It’s important to note that for candidates or employees where multiple checks are being carried out, the module will enable you to delegate the management of individual checks. So a good example of that could be it might be a manager’s responsibility, let’s say to process a right to work assessment. However, more of a complex checks such as an enhanced criminal record, check, consider the people team. Okay, next slide, please. So on screen, we have an example of an employee safeguard an area. So again, that’s going to give us a visibility of any of those compliance related checks that have been carried out for this individual. And you can see there you’ve got the type of check the commencement date, expiry, and we’ve also got a status. So visually, we’ve got kind of a traffic light system that’s going to show us anything that’s good to go with green, that’s outstanding action, or that potentially is expired with red. Okay, so if we go to the next slide, Cathryn. So what we’re looking at now is we it was clicked into one of those, one of those safeguarding checks in this example, it’s a right to work. And that’s to show that the integration will pull through the relevant details, such as who made the assessment, the outcome, if the check is to be recurring with the appropriate expiry date. And again, those alerts and notifications can promise remind the appropriate recipients of these sorts of things, and, of course, much more about around the data withholding for each of those individual checks. Okay, and next slide, please. And then last but not least, that report that we referred referring to previously, well, then, again, through the integration, we bought back to be attached against the person’s Documents area, as well as any of the associated documents relevant to that check. And that’s my bit completed. And of course, if there’s any one sort of moving forward that has any questions about the module that would like to see kind of a live presentation of this within the cipher system, then of course, we’ll be happy to support for that. And but back over to Cathryn. 

Cathryn Newbery, Ciphr  23:22 
Exchange, just a little bit here from Tony, I believe about just ideas, accreditation. 

Tony Machin, TrustID  23:33 
Yeah, I’m back again. Yeah, not a huge amount to say without repeating myself too much. But obviously, the terminology is now certified. We were certified in June, and by an external auditor, and that certification was both the right to work and dBs, digital identity check doesn’t mean we are a DBS provider, we are certified to be able to do the digital identity checks. And that will we’ll be working with registered bodies, or registered organizations who will equally have to go out and find themselves and iDSP. And so that’s the set and we are will be recertified on an annual audit process. So with that certification. 

Cathryn Newbery, Ciphr  24:22 
I’ve got a few recap slides here to share with everybody because I know we’ve given a lot of information to you in a short space of time. So just to confirm the changes that have been made to Right to Work checks, but first of October there are now three ways to check a person’s right to work document, physical document checks of original documents only remote checks using share codes with no Video, Video checks of documents, and what we call Digital Check doing idfk idcfp. These replaces remote checks for those who are eligible. The integration between cipher connect and trust ID solutions, the both of ciphers recruitment age authorizations can integrate with trust id Software through our background checking module. Checks are requested and tracked through cipher connect, candidates receive an electronic invitation to access trust ID service and provide that identity documents. Trust ID at that point the validity of the ID document and the report appeared inside your cipher system. If the outcome is satisfactory candidates, can we move to the next stage of the recruitment process? And we should say that cyber connect also integrates with experience services to enable you to carry out ongoing background checks for candidates and employees. Okay, I hope that’s been helpful for everybody. We’ve got some questions coming in through Jays attorney good mind returning to me and turns me on camera, we can put some of these questions to you. Hopefully, they’re not going to be too tricky. And so first question here, Lindsey of mra. And saying that the document would need to be the original when carrying out remote check not a coffee. 

Tony Machin, TrustID  25:59 
Yeah, no. So it has to be a live capture of the real document, not a capture of a photocopy or anything like that. But the reality is, you know, we try and put everything into bins together. If it is a photograph of a copy of a computer screen, it probably will fail OCR and we’ll go back but it’s very difficult for us to determine between a passport, a live passport and a very good copy, but that’s what we’re paid to do. But yes, the rules say it must be the passport but how we defeat that is 

Cathryn Newbery, Ciphr  26:34 
okay, great. Thank you. Um, how does the cheque work if the UK Irish national does not have a passport and your birth certificate. 

Tony Machin, TrustID  26:43 
So in that case, they must turn up to the employer to the hiring manager with their birth certificate and proof of Nia or any other documents from listless beat this day was just to prove their right to work, they cannot use the digital scheme. 

Cathryn Newbery, Ciphr  26:55 
Okay, thank you very much. Um, what are the exceptional circumstances that would allow a remote check? 

Tony Machin, TrustID  27:06 
There are no exceptional circumstances. Either you either qualify for a digital check with an Indian biometric UK or Irish passport, you’ve got to share code. Anything else there are no exceptions, you must show your the evidence to the hiring manager. Even if you’re an asylum seeker, whatever, you must go and do what and they will then contact the home office to do that. But the only other exception, I suppose there is that technically exception, a person could if they don’t do a digital, they could post you the evidence. And you could have the evidence in front of you as a hiring manager and then video call the candidate when you must be in possession of physical evidence. 

Cathryn Newbery, Ciphr  27:47 
That’s interesting, because I did have another question. We did another webinar on Tuesday about employment law. And we brought up this issue and somebody that asked Could you hire someone to do a manual Right to Work check for you. So could you say, for example, hire an accountant who lives near the candidate to do that check on behalf of you as an employer? 

Tony Machin, TrustID  28:05 
Is that if the person who’s doing the check, is a proper representative of the company, ie an employee, then yeah, that’s a lot because they are an employed member, and therefore they’re able and qualified to do a check, and they’re employed by the employer, then then yes, it seems a bit extreme to do that. But technically, that would be correct. 

Cathryn Newbery, Ciphr  28:26 
I think they were talking about hiring like an external accountant or some professional, 

Tony Machin, TrustID  28:30 
you can’t outsource it. source that check. So the responsibility so when you use our system for in person checks, for example, then when the hiring manager wants to send us the documents, they’ve got the physical document in front of them, they take a photograph of that document, but then they must answer four questions. And those four questions are, have you seen the original? Does the person in front of you look like the person and document cetera? So then we can see that and do all of our checks, but the hiring managers confirm that you can’t just ask some local accountant to say, go and do it or write to work check for us and send us the report because they are not the employer. 

 Cathryn Newbery, Ciphr  29:07 
Okay, great. It’s like a question from Jim, if the document do not satisfy your ID checks what happens with trust, Id contact the employer in that case. 

Tony Machin, TrustID  29:16 
So you’ll get a report clearly back into the system that is rejected. And we will give you a reason why on the digital scheme, it’s either going to be that the liveness failed on that and life itself cannot be overwritten. It may be the facial matching has failed and that we have a high threshold of facial match. But if it doesn’t meet that will physically check because sometimes there are people do change certain features. So we can do a physical trained review on that. Or the document is in fact, fake. Or somebody despite being told several times when you upload a biometric indeed biometric passport and they said yes, yes, yes. And then update uploaded now to date document that will also fail, but there’ll be a big Red Cross and says If this has failed, and it will tell you why it’s failed. And then if you want to, you can obviously query that with us. Okay, 

Cathryn Newbery, Ciphr  30:07 
thank you, Tony, I’m gonna give you a little bit of a breather. And, James, one of our questions is, what’s the best way to keep a record of the check for audit reason. So obviously, we’d say, story in cipher. And perhaps you could just run over like the benefits of having the checks stored as data within your existing HR system. 

James Whatmore, Ciphr  30:24 
Yeah, absolutely. So that employee safeguard and error area is the is the screen that we looked at where we hold an employee’s checks, which will include expired checks. And obviously, you’ll be able to see the status and the visual aid that will show that that check has expired. If you do want to remove that safeguard and everything, you’ve still got the data held within the identity and background checking module. So you can, from an audit perspective, go back to that module to obviously review the history of previous checks. So you’ve got two options to keep the expired data in HR system, or to remove it if that’s your preference, what to keep it held within the backpack or an identity checking module. 

Cathryn Newbery, Ciphr  31:06 
Okay, that’s great. Games. i Sorry, I’ve we’ve got so many questions coming in. I’m just trying to see feel them. So to run through the Cybercity, has already uses like HR but doesn’t use cipher I recruit Are they still able to set up the ID and background checking module for candidates. And the way that we’ve described it, they’re not using our group. 

James Whatmore, Ciphr  31:29 
So you can have a status other an up and coming new starter? So within cipher when you create a new staff, so if they are not yet an employee, you could still use that record to link to the module and to draw down those checks. So the answer is yes. But the status of that person within the HR system would be a new starter, that hasn’t yet started. But yes, in short, 

Cathryn Newbery, Ciphr  31:55 
okay, great. Sorry, there are so many questions coming in and just trying to group them all together. And one question here on share codes for you, Tony, are you able to accept a share code without seeing the ERP? 

Tony Machin, TrustID  32:10 
So the share code is now the de facto evidence of right to work, you do not need to see RP RP at all. So as long as you’ve got the share code, and it’s the right to work, share code, you’re absolutely fine. Some people do get confused on this, particularly around health care. Sometimes there is a requirement for other reasons to see other identity documents, but this is not a right to work requirements. Okay. Thank you. 

Cathryn Newbery, Ciphr  32:39 
We’ve had a couple of questions about doing the DBS checks. Could you give us a bit more information about that, Tony? 

Tony Machin, TrustID  32:46 
Yeah, so as I say, Now, if you want to, if you also if you want to do a digital Right to Work check, and therefore, all the benefits that James set out on that, but your candidate also requires a DBS check, then it seems a little bit illogical to them actually ask them to come to bring original documents. So the idea being you can then do a digital identity check. And depending on the level of check, whether it’s basic, and or standard, enhanced, basic, is the same level as the Right to Work checks a medium level. So actually, by doing your back your right to work check biometric passport, in date, biometric passport, you’ve actually achieved the same standards to do basic DPS identity check. If you aren’t standard or enhanced, the level goes to a higher level of competence. And we did we do need to do more checks. Now we can explain all that in terms of is far too complicated to do on a webinar in the time that we have, essentially the high level Conference, which is about more documents and or chip opening. But the key to this is actually once you’ve done a digital identity, check with us as a certified iDSP. And remember, you must use a certified iDSP. For DBS checks. It is how the data then gets into your registered body that we will send you the client back the evidence that you need as a client to show that you’ve done a digital DBS check. But you then must pass up data. And it’s a specified amount of data Ramas to your registered body, your DBS provider. And if you take the NHS who use track, you know, and HR administrators in the short term having to key some of that data in to the registered bodies platform. Over time, we are hoping that there’ll be more and more integrations where that will become a slim seamless route. So technically, you as a client will come to us we’ll do your right to work digital rights work, we’ll do your digital BBs identity that will come back you’ve got your right to work evidence, you’ve got your DVS evidence and you click a button and it goes up to your registered body. That’s what the markets moving to it isn’t there yet. 

Cathryn Newbery, Ciphr  34:43 
Okay, thank you. And there’s a couple of people have asked about integration. So obviously trust ID integrates with sofa solution, but it is possible to use just ad services on it though, right, Tony? 
 
Tony Machin, TrustID  34:53 
Correct. So yes, standalone is very simple. So everything that you have the same functionality that you’ve seen, is a standalone so We know we can have you Well, we’re very, very busy at the moment, you can be in a bit of demand. It takes us about, you know, between three, three to five days to get people set up on a standalone basis from having signed the contract. 

Cathryn Newbery, Ciphr  35:11 
Okay, great. And what’s the HOW IS charges for this service calculated. 

Tony Machin, TrustID  35:17 
So we’re very simple you buy credits upfront, and a credit is a document check and or facial recognition. Most people on it will be a, you know, the digital scheme, it will be a single passport, and therefore it’s a single credit, the more credits you buy, the cheaper the price. So if you buy 100 credits from as your point on that three pounds a check, if you buy 100,000 credits from us, it will be a lot cheaper. There are no other costs or no setup costs or no user licenses, you can have as many people accessing and using the system as you wish, you simply buy the credits. And when you run out of credits, you top that account. 

Cathryn Newbery, Ciphr  35:49 
But thank you, Tony, I from a cyber perspective that there’ll be a little bit of setup cost just to get their ID and background checking module working. Just ID so yeah, if you’re, if you’re a cyber customer are looking to move to cyber solutions, and that will be added into your subscription because it’s a little bit of implementation work there to set up. Okay, so many more questions coming in. But I am struggling to keep up on the phone. 

Tony Machin, TrustID  36:16 
And popular on this. 

Cathryn Newbery, Ciphr  36:18 
I know I know, we’ve done this a few times. If I can’t keep up with all these, and especially from Jack, wouldn’t employer be notified when a new joiner had like started the process or like sent the check into your system uploaded their passport? I don’t know either the I guess it’s because like the checks turned around so quickly. I totally like you said within about an hour that it’s kind of you always don’t need the notification that that their candidates responded to the request. 

Tony Machin, TrustID  36:52 
So I’m not I’m not sure on the detail what the what the cipher system does. But in terms of the technology, the guessing so when the guests think is created for digital checking, I’d say just the guessing that goes out to the candidate we’ve talked about, then the guest link is sat there as a an unused guest link until it is used. And when it is used. Obviously, the report comes back into to us and to cipher. Now our last standalone system. As soon as that happens, an email is sent to the user who sent the guest link to say that that was now a complete, I don’t know whether that flows through in terms of what ciphers. That’s what we normally. 

James Whatmore, Ciphr  37:27 
Yeah, so just to add to that, so ciphers and notifications can support email alerts and prompts to make people aware of anything with data and fields ultimately. So examples of that could be there is an expiry date show associated to recurring check and alerts in advance that essentially program recipients to get ahead of the game? 

Tony Machin, TrustID  37:50 
Yeah, and there’s an obvious what to do, because you know, when you send the guests link, what you don’t know is when the candidate has used the guest link, and therefore we do have this email notification saying that guest link has been done in your reporting. 

Cathryn Newbery, Ciphr  38:00 
Any question on that guessing training, somebody asked if the candidate needs to install an app of any kind? 

Tony Machin, TrustID  38:06 
No. So this is a really important point I was trying to get through earlier is that on the Right to Work level, it is entirely browser based, there is no app required at all you need is internet connected. There is on the DBS side, if you wanted to go down high level of competence, standard enhance, and you wanted to keep the document number of documents checked to a minimum, then we’d need to open an RFID chip. And to do that you do need to download an app. And so for many of our clients, that’s a real balance, because they think that might be friction, but many of our clients choose not to do that and stay on the browser. And if you stay on the browser model, you just need to tap More documents, which theoretically therefore is more cost because there’s more documents to get where they would rather that don’t actually have Canvas have to download an app which you would need to do through the chip. Thank you very much. 

Cathryn Newbery, Ciphr  38:55 
James, a question from you here. Would an organization be able to pull a single report outside the DVS Right to Work checks and references if they have to meet any Ofsted inspection requirements? 

James Whatmore, Ciphr  39:06 
Yeah, good question. So there are reports that can be ran and created and manipulated around that safeguarding area which can, you know, drill down and see those compliance related checks that have been completed for your employees, but there’s also dashboards and the ability to search within the IWC module as well. So in short, yes. 

Cathryn Newbery, Ciphr  39:29 
Okay, great. Another question about using cyber system. Can you use the ID and background checking functionality if you only have a recruit and not so for HR? 

 39:42 
Absolutely, yeah. Okay, okay. That’s in the same way. Okay. 

Cathryn Newbery, Ciphr  39:49 
Fantastic. And so question from Kellyanne, you’re still not using any EHR system, what can you keep on file in terms of paper documents to prove right to work? What kind of Always going into GDPR. territory there. Was that for me? Yes, please. 

Tony Machin, TrustID  40:08 
So in terms of you, if you’re using a dispute, if you’re using us for a standalone system, and we send you a PDF report, a lot of clients do just print that off and keep that on. And the information on that report is exactly the same as the requirement that you already have on the right to work, which is to take a copy of the identity document and keep that on file. So all we’ve done is taken a photograph of it and actually manipulate and done security checks. There’s nothing else on there, that isn’t actually already on the end, because of all the information we’ve taken from the biometric page of the passport. So there’s no change and GDPR than what you’re allowed to do already to show evidence that through immigration enforcement that you’ve actually done the check, which is take a copy of the document with us taking a copy of the document and validating it. 

Cathryn Newbery, Ciphr  40:53 
Okay, thank you very much, James, a couple more questions for you in regards to the cyber aspect of this service that we’re talking about. The current employees already invoked HR, is there a bulk upload option? Can they be added on mass into the ID and background checking area and checks requested? 

James Whatmore, Ciphr  41:11
So that that is a good question. That’s something that I will need to come back to you on. So if you can leave that one with me, and that’d be great. There is the option to support data import into the safeguarding area. So again, that area where you store in this compliance related checks, but into the actual module itself, that’s something Congress needs to come back to you on. So if we couldn’t just note down your question, we’ll go we’ll go back. 

Cathryn Newbery, Ciphr  41:35 
Yeah, absolutely. We’ve got that question. Obviously, we’ll come back to you offline with that one. And, and we sort of alluded to the fact that cybers ID and background checking module works not only with trust ID services, but also with a partner experience. And can you talk a little bit about the other types of checks that cipher can facilitate using that partnership? Just to touch on that briefly? 

James Whatmore, Ciphr  41:56 
It’s referring coffee sorry, to the into the experience piece. Yes. 

Cathryn Newbery, Ciphr  42:02 
Yeah. background checking, rather than Right to Work checks. 

James Whatmore, Ciphr  42:06 
Yeah. So it’s, I think probably the best thing to do is to following the to send details of the checks that Experian support, and that will give some context around what’s available. And obviously what those checks do, because there are a fair number of them. So I think if you again, you could kind of take note of who’s asked that question, we can get the information to them after the session. 

Cathryn Newbery, Ciphr  42:26 
Yeah, we’ve got that noted. One question for you, Tony. If a candidate decided to withdraw from the recruitment process, and they check it on us, we reinstate the credit. 

Tony Machin, TrustID  42:41 
Credit is not used until the applicant actually does the checks or creating a guest link does not actually use a lot of guest links created and sat there unused, they will automatically delete from that guest link management system after seven days, or you can go and delete them yourself or you going to resend the rest of the candidate onto his junk email. He’s missed it. But you will only be charged a credit once the guest thing is being used by the applicant and we’ve had something back at trust ID to actually validate. You don’t you don’t get charged for that we don’t get charged for new guestlinks. Because there’s no charge for guestlink creation.  

Cathryn Newbery, Ciphr  43:25 
Tony, could you explain if the checks extend to U S, and European passports? 

Tony Machin, TrustID  43:34 
Well, you, you can’t use a US or European passport as evidence of right to work. So that’s the first thing to say so, but if anybody wanted to use us, for dBs, where you would obviously do your right to work as a share code. And then you want the DVS then yes, foreign passports, we can validate and validate any document from around the world. I suppose. Going back to what I said earlier, there are the odd international passports still being presented with visas in them in terms of people haven’t yet switched onto the visa platform. And again, we can validate documents, so we can validate any identity document from around the world. But we will tell you whether we’re checking the right document for the right purpose, and we still do get people that sending us you know, even European ID cuts, evidence the right to work and maybe that is not allowed. 

Cathryn Newbery, Ciphr  44:29 
Thank you. Is there any provision in the service to notify employees if these are set to expire? Or do they get any automatic reminders to our about that? Yeah, if you did it for us, either. You could set up a notification reminder, for example. 

James Whatmore, Ciphr  44:47 
Absolutely. So the notifications come work updating through from fields so based on an expiry date, the idea would be to have one or several notifications leading up to that expiry date to the right recipient and it’s just to make people Wherever in advance. So one something needs to be looked at for those kind of recurring checks. 

Cathryn Newbery, Ciphr  45:06 
Okay, thank you very much. I think a lot of these questions that we have left are covered. So if you have any questions that we haven’t covered, please send them in now so that we can get to them. And, Tony, is there a limit to how many internal users can be set up on trust ID system? Okay, that’s an easy you can just ID provide an annual Overview report of how many checks are conducted in the in a year at 

Tony Machin, TrustID  45:33 
any point, there is a reporting function within the cloud service that allows reports to be run at any time over any timeframe on document time users branch global, a whole organization, so that reporting is available. And you can do that self help, you don’t need to ask us. 

Cathryn Newbery, Ciphr  45:54 
Okay, thank you very much. James, a couple of questions for you on the cyber side. Are there any limitations around which of our customers can do this? Do they need to be on a current version of cyber? And does the trust Id check date feed into the work permit field within cipher? 

James Whatmore, Ciphr  46:17 
Yeah, it will do so that’s part of the information that feeds across so any, any dates, expiry dates? And obviously, if you have a notification set up on expiry dates, then then those alerts and prompts will be sent. But yes, it will freak out crush. 

Cathryn Newbery, Ciphr  46:32 
Okay, thank you very much. Um, all the questions I have left, I think we’ve actually already covered so I’m at this point, I’m going to say a huge thank you to James and Tony for not only showing presentation, save, but also building so many of your questions during this q&a, rather intense q&a. I appreciate it. I appreciate everyone for joining us today and being so attentive. If you’re watching live, this recording will be emailed to you later today. So you can go back over any of the information that you’ve seen or share it with your colleagues. If you’d like to learn more about cyber solutions, so about our HR or recruitment solutions, or identity and background checking area, and all about Trump’s ID services, please opt in using the exit poll on your screen because the after the broadcast. Alternatively, you can email us at info@ciphr.com. That exit survey also asks you for a little bit of feedback about today’s broadcast. We really appreciate you putting that in. So it helps us improve things for future webinars. And speaking of future webinars, our next one is on a quite a different topic on why switching to payroll and benefits in client might be right for your organization. If that’s something you’re interested in, or perhaps someone something one of your colleagues might be interested in. You can register now at bit.ly/cyber Beat IK and join us on the third of November. But that though, just leave today. Thank you again to Tony James, appreciate you joining me today. Thanks, everyone for joining us on the call. And we hope to see you again another webinar soon. Take care goodbye. Thanks.