DBS checks: guidance for employers
Guidance for employers about DBS checks, including how to apply, registering with the DBS and the code of practice.
Overview
For certain roles, the check will also include information held on the Children’s and Adults’ Barred Lists, alongside any information held by local police forces, that is considered relevant to the applied-for post.
Employers should ensure that they have access to all of the information available to them, to make safer recruitment decisions. More information about how to get a criminal record check for overseas applicants, or those that have previously lived outside of the UK, on the Home Office website.
Eligibility to ask ‘an exempted question’
An exempted question applies when the individual will be working in specific occupations, for certain licenses and specified positions. These are covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
The minimum age at which someone can be asked to apply for a DBS check is 16 years old.
The code of practice
Storing information for DBS certificate information
If we believe that the code of practice isn’t being followed, we can refuse to issue a DBS certificate.
Applicants’ rights
Usually, a job applicant has no legal obligation to reveal spent convictions. If an applicant has a conviction that has become spent, the employer must treat the applicant as if the conviction has not happened. Refusal to employ a rehabilitated person on the grounds of a spent conviction is unlawful under the Rehabilitation of Offenders Act (ROA) 1974.
The minimum age at which someone can be asked to apply for a DBS check is 16 years old.
Transgender process for DBS checks
This process is for transgender applicants who do not wish to reveal details of their previous identity to the person who asked them to complete an application form for a DBS check.
For more information about the transgender process, email sensitive@dbs.gov.uk or see the DBS Transgender Applications guidance.
Self-employed workers
A self-employed person who needs a basic check can apply through the DBS ’ online application route if they live or work in England or Wales. They can apply to Disclosure Scotland if they live or work in Scotland.
Registering as an organisation with DBS
To satisfy the conditions of registration you must:
You must also provide specific and up-to-date information to the DBS for registration to be granted. This includes:
Cost of registration
Registration costs £300, with a £5 cost for each countersignatory to be registered.
Call our Customer Services team on 03000 200 190 to request a pre-registration questionnaire and information pack.
Using the e-bulk service
Changing your registration details
Failure to keep your details up-to-date may result in delays to the service that we provide.
If the lead signatory or a countersignatory is not available, a letter from a director or equivalent can be accepted.
Send your letter to:
DBS Customer Services
PO Box 3961
Royal Wootton Bassett
SN4 4HF
Countersignatories
Countersignatories have an important role in the DBS checking process.
A lead countersignatory is a senior figure within a Registered Body who will oversee the DBS process within their organisation.
The minimum age at which someone can apply to become a countersignatory is 18 years old.
Using umbrella body services to submit DBS checks
An umbrella body is a Registered Body that gives other non-registered organisations access to DBS checks.
If your organisation has a requirement to carry out fewer than 100 checks per year, you should use the services of an umbrella body. Your organisation must also be eligible to ask the exempted question.
If you are already a Registered Body and would like to offer an additional umbrella service, you should email customerservices@dbs.gov.uk.
ID validation for DBS checks
When an individual applies for a DBS check their identity must be verified by the Registered Body.
More information can be found in the DBS identity checking guidelines.
Failure to validate an applicant’s identity
Applicants who cannot provide the necessary documents will be asked to go for fingerprinting at their local police station. This is likely to cause delay to the overall application process.
Dealing with discrepancies on the application form
If there are any discrepancies between the information on the form and the identity documents supplied, and fraud is not suspected, you should seek clarification from the applicant.
Do not attempt to amend the application form without the applicant’s knowledge and agreement, as it will invalidate the declaration by the applicant in section ‘e’ of the form and may breach data protection legislation.
If you suspect that you have been presented with a false identity or documents, do not proceed with the application process. You should report suspected identity fraud on the Action Fraud website.
Types of DBS checks and how to apply
Types of DBS checks
The basic check can be used for any position or purpose. A basic certificate will contain details of convictions and cautions from the Police National Computer (PNC) that are considered to be unspent under the terms of the Rehabilitation of Offenders Act (ROA) 1974.
The standard check is available for duties, positions and licences included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975, for example, court officers, employment within a prison, and Security Industry Authority (SIA) licences.
A standard level certificate contains details of all spent and unspent convictions, cautions, reprimands and final warnings from the Police National Computer (PNC) which have not been filtered in line with legislation.
The enhanced check is available for specific duties, positions and licences included in both the Rehabilitation of Offenders Act 1974 (Exceptions Order 1975) and the Police Act 1997 (Criminal Records) regulations, for example, regularly caring for, training, supervising or being solely in charge of children, specified activities with adults in receipt of health care or social care services and applicants for gaming and lottery licences.
An enhanced level certificate contains the same PNC information as the standard level certificate but also includes a check of information held by police forces.
The enhanced check with barred list check(s) is only available for those individuals who are carrying out regulated activity and a small number of positions listed in Police Act 1997 (Criminal Records) regulations, for example, prospective adoptive parents and taxi and Private Hire Vehicle (PHV) licences.
An enhanced level certificate with barred list check(s) contains the same PNC information and check of information held by police forces as an enhanced level check but in addition will check against the children’s and/or adult’s barred lists.
Disclosure and Barring Service
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Contact DBS
DBS disclosure service
Our current opening hours are 08:00 to 18:00, Monday to Friday.
Please note, we are closed on Saturday 14 August 2021.
If emailing us, please include your full name, address including postcode and telephone number. Please also include any DBS reference numbers if relevant.
If you are contacting us about an application, please provide five of the following: full name, address including postcode, date of birth, position applied for, name of employer, National Insurance Number, a previous address, place of birth and/or your ‘E’ or ‘F’ reference.
In addition to the above, Registered Bodies will also need to provide their ‘Registered Body reference number’ and ‘Countersignatory reference number’ to confirm their identity.
You may be asked some security questions to verify your identity. All calls to the above number are recorded for record keeping, training and quality assurance.
We cannot guarantee the security of information until it is in our possession, and will not take responsibility for such information until we receive it.
Go to the DBS online tracking service to check on the progress of an application. Tracking an application is much quicker online. The link to this service is available at the top of this homepage.
DBS certificate disputes
Contact us if you think your DBS certificate is wrong. This can include incorrect personal details, incorrect conviction information or other discrepancies. If you receive a DBS certificate with a conviction that doesn’t relate to you, you should also inform the person who requested that you complete the form as soon as possible.
The phone line for certificate disputes is open 9am to 5pm, Monday to Friday only.
Sensitive applications
Transgender applicants are protected in legislation and are not obliged to include details indicating a previous gender in their application form.
The DBS has a process in place which allows any details indicating a previous gender to be checked without being disclosed on the completed certificate.
They are, however, required by law to provide all name details to the DBS in their current and any previous identity. Deliberately withholding this information may be an attempt to prevent conviction information being revealed and is an offence.
If emailing, we cannot guarantee the security of information until it is in our possession, and will not take responsibility for such information until we receive it.
DBS barring
We cannot guarantee the security of information until it is in our possession, and will not take responsibility for such information until we receive it. For this reason we recommend submitting referrals via our secure online referral form, however if you are using a paper referral form we recommend using registered post.
FOI requests
If you wish to submit a new request under the Freedom of Information Act please contact the DBS.
Most requests are free of charge but you may need to pay a small amount for photocopies or postage. When you submit a request we’ll let you know if you have to make a payment.
DBS legal services
Address to be used for the service of legal documents.
DBS does not accept service by email.
Make an FOI request
Corporate information
Jobs and contracts
Read about the types of information we routinely publish in our Publication scheme. Find out about our commitment to publishing in Welsh. Our Personal information charter explains how we treat your personal information. Read our policy on Social media use.
Check someone’s criminal record as an employer
Employers can check the criminal record of someone applying for a role. This is known as getting a Disclosure and Barring Service (DBS ) check.
You can request a more detailed check for certain roles, for example in healthcare or childcare.
There are different rules for getting a criminal record check in Scotland and Northern Ireland.
Types of check
If you carry out criminal records checks, you must have a policy on employing ex-offenders and show it to any applicant who asks for it.
Checking your own criminal record
You can only request a basic check for yourself.
If you’re self-employed, an organisation you’re working with can get a standard, enhanced or enhanced with barred lists check for you, where the role is eligible.
When to repeat a check
Certificates for previous roles
You can accept a certificate that was requested for a previous role but you must:
Checks on someone who lived abroad
Check the rules in the country they lived in.
Contact DBS
DBS customer services
customerservices@dbs.gov.uk
Telephone: 0300 0200 190
Welsh: 0300 0200 191
Minicom: 0300 0200 192
International: +44 151 676 9390
Monday to Friday, 8am to 6pm (9am to 5pm for appeals and disputes)
Saturday, 10am to 5pm
Find out about call charges
DBS customer services
PO Box 3961
Royal Wootton Bassett
SN4 4HF
Track or view your DBS certificate
You can use our online services to check the progress of basic, standard or enhanced checks or view your certificate.
Basic checks
View your basic certificate
The person being given a DBS check (the applicant) can view their certificate using their DBS online account. After logging in, select ‘Manage DBS checks’, request a one-time passcode and enter the required security information. Your DBS applications will then be shown, and you can view the necessary certificate.
Track your basic application
The person being given a DBS check (the applicant), employers and Responsible Organisations can also track the progress of basic checks by using the DBS online account tracking service. They do not need to create an account however they will need the application reference number, applicant’s surname and date of birth.
Standard and enhanced checks
Track your standard or enhanced application
The person being given a DBS check (the applicant) can track the progress of their standard or enhanced application using the DBS tracking service. They will need their application reference number and date of birth to track the application.
Employers who are registered with the DBS can also track multiple applications and order blank application forms online.
Information updated regarding how to track basic, standard or enhanced checks.
Information added regarding applicant’s creating an online account to track a basic check application.
Information updated in line with the DBS’ new online application for basic checks.
Standard and Enhanced DBS Check Privacy Policy
Updated 25 January 2021
© Crown copyright 2021
This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.
Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.
This publication is available at https://www.gov.uk/government/publications/standard-and-enhanced-dbs-check-privacy-policy/standard-and-enhanced-dbs-check-privacy-policy
1. About us
1.1. The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children.
1.2. Every year we issue around four million DBS certificates. We also manage both the children’s and adults’ barred lists.
1.3. We search police records and in relevant cases, barred list information, and then issue a DBS certificate to you.
1.4. Occasionally, in certain circumstances, and to produce a complete and accurate certificate, we must issue a manually produced certificate. Manual certificates follow the same checking processes as our system-generated certificates and are equally valid. It must be noted however, that applicants issued with a manual certificate cannot join the update service with that certificate.
1.5. We know that information released on DBS certificates can be extremely sensitive and personal. Therefore, organisations using the DBS checking service must comply with our code of practice. The code is there to ensure organisations are aware of their obligations and that the information released will be used fairly. The code also requires that sensitive, personal information disclosed by the DBS, is handled and stored appropriately and is kept for only as long as necessary.
1.6. DBS offer different types of check issued under the Police Act 1997:
a basic check shows unspent convictions and conditional cautions under the terms of the Rehabilitation of Offenders Act 1974
a standard check shows spent and unspent convictions, cautions, reprimands and final warnings which are not subject to filtering
an enhanced check shows the same as a standard check plus any information held by local police that the Chief Officer reasonably believes to be relevant and, in the Chief Officer’s opinion, ought to be included in the certificate, relating to the child or adult workforces. Where the application is for any other role, the police will consider the nature of the role in the release of information
an enhanced check with barred lists shows the same as an enhanced check plus whether the applicant is in the list of people barred from working with children and/or other vulnerable groups
1.7. Employers can only legally carry out a standard or enhanced check when you apply for certain roles. For example you may be applying for a role in either healthcare or childcare. Further guidance relating to eligibility can be found here.
1.8. You will have the ability to track your application for standard and enhanced checks. You will need to enter your form reference number and date of birth to use this facility.
2. What is it I need to know?
2.1. This is our Privacy Policy in respect of standard and enhanced DBS checks. It tells you how we will use and protect any information we hold about you as part of your standard or enhanced disclosure application.
2.2. The Policy also explains what your rights are as a standard or enhanced applicant in accordance with Data Protection legislation. Should there be any changes to Data Protection legislation as a result of the UK leaving the EU from January 2021 this document will be updated accordingly. It says why we need your personal data, what we will do with it and what you can expect from us. It also explains how to get a copy of any personal data we may hold about you. This is called a Subject Access Request.
2.3. We do have other Privacy Policies that cover our other statutory functions. They can be accessed here.
3. How will we use the personal information supplied to us?
3.1. We at DBS collect your personal data to:
*Please note, we do not use any non-essential cookies on the Adult First Service. An essential session cookie is used to support the user whilst using the service.
3.2. The information we collect about you depends on the reason for your business with us. We may use the information we obtain for any of the purposes listed above.
3.3. Your information may also be used for testing purposes. Testing is undertaken to ensure that our systems function as per specified requirements. If it is not practical to disguise your data or use dummy data, then we will test our system using your data. This testing will only take place in environments that are secured to the same level as our live system.
Please note we may use previous applications you have submitted to assist in the checking process.
4. Who is the data controller?
4.1. A data controller decides the purpose and way in which any personal data is processed.
4.2. DBS is the data controller of information held by us for the purposes of the Data Protection Act 2019 and General Data Protection Regulation (GDPR). We are responsible for the safety and security of the data we hold.
5. Who are the data processors?
5.1. A data processor is anyone (other than an employee of a data controller) who processes that data on behalf of the controller.
5.2. At DBS we have a range of suppliers who process data on behalf of DBS as defined in section 9. We make sure that our data processors comply with all relevant requirements under data protection legislation. This is a requirement defined in our contractual arrangements with them.
6. Contacting the Data Protection Officer
6.1. The DBS Data Protection Officer can be contacted via email at dbsdataprotection@dbs.gov.uk, or in writing to:
DBS Data Protection Officer
Disclosure and Barring Service
PO Box 165
Liverpool
L69 3JD
7. What are the legal grounds for processing my information?
7.1. The DBS was established under the Protection of Freedoms Act (PoFA) 2012 on 1 December 2012. Disclosure functions of the DBS, which includes the processing of standard and enhanced DBS checks, are contained within Part V of the Police Act 1997.
7.2. We provide a service which enables employers in the public, private and voluntary sectors to make suitability decisions about those they employ. We do this by providing information to enable them to determine whether individuals are unsuitable or unable to undertake certain work in particular, with occupations involving regular contact with vulnerable groups, including children.
7.3. DBS is also able by Para 16 of schedule 18 of the Protection Of Freedoms Act (POFA) 2012 to use information gathered for a function to carry out any of its other functions.
7.4. In addition to the above, we may share information with third parties for other purposes where we are legally permitted to do so.
8. Why would DBS hold my personal data?
8.1. We will only hold your data if you have:
8.2. If we ask you for personal information, we will:
Please note: We will share information with ‘relevant authorities’ such as the police, government departments etc. under the Data Protection Act 2018 when required by law or made in connection with legal proceedings. Sch2, Part 1.
8.3. In return, we will ask you to:
8.4. This helps us to keep your information up-to-date and secure. It will apply if we hold your data on paper or in electronic form.
9. Organisations that are involved in the Disclosure Service
9.1. Data will be passed to organisations and data sources involved with DBS either as a data processor of DBS, or because the organisation is involved in the process of issuing a check. This includes:
10. Where is my data stored?
10.1. Your data is held in secure paper and computer files. These have restricted access. Where your data is held in paper format we have secure storage and processes for this. In some cases, we may use secure off-site storage. We have approved measures in place to stop unlawful access and disclosure. All our IT systems are subject to formal accreditation in line with Her Majesty Government (HMG) policy. They also comply with the security required within DPA 2018/GDPR to make sure that personal data is processed in a manner that ensures appropriate security of the data including protection against unauthorised or unlawful processing.
11. How long will DBS hold my information?
11.1. We operate a Data Retention Policy to ensure that data is not held for longer than necessary. However at present, your information may be held beyond the specified retention periods, and placed out of operational use, where there is the potential for it to fall under the remit of Independent Inquiries.
11.2. If required by an inquiry to maintain any data that could be called on by the inquiry the DBS will retain that data until completion of the inquiry. At this point the information will be securely destroyed as soon as is practicable.
12. What are my rights? How will DBS protect them?
12.1. We are committed to protecting your rights, detailed below, under the DPA 2018/GDPR.
12.1.1. Your right to be informed
This document provides you with information in relation to how your data is processed as a DBS applicant. This ensures that we are transparent with regards to what we will do with the information you supply to us on your standard or enhanced application.
You have the right to request a copy of the information we hold about you.
On receipt of a valid application we will tell you whether we hold any data about you and provide you with a copy. Further information on how to apply can be found here.
12.1.3. Your right to request that information held is accurate. Can I update it?
If you think that the information held by us at DBS is incorrect, you have the right to request that it is corrected.
It is the duty of both you and the Registered Body, the organisation who verifies your identity, to ensure that the information you have submitted on your application form is accurate.
If you believe you have submitted an error on an application that is still in progress you will need to contact us immediately on 03000 200 190.
If you wish to dispute information contained on a completed certificate you can raise a dispute by contacting us on 03000 200 190.
Third parties can also dispute a DBS certificate if they have all the necessary certificate information:
Where this is the case the applicant will be notified by the DBS that a third party has raised a dispute.
Read our guidance on GOV.UK for more information about disputes.
12.1.4. Your right to request erasure of your personal data
In certain circumstances you have a right to have personal data held about you erased. At the DBS we will only do this if certain criteria are met. There are some circumstances where this cannot be done therefore we advise you to seek independent advice before submitting an application to us.
Any requests for information to be erased will be considered on a case-by-case basis.
There are some specific circumstances where the right to erasure does not apply and we may refuse your request.
12.1.5. Your right to prevent DBS from processing information which is likely to cause you damage or distress
You have the right to request restriction of processing where it has been established that one of the following applies:
DBS customers can request restriction of processing for any of the above reasons until these are resolved. Should you wish to restrict processing you will need to call the DBS helpline on 03000 200 190. Any requests to stop processing will be considered on a case-by-case basis.
You have the right, where this is technically feasible, to electronically receive any personal data you have provided to DBS to process, on a consent basis.
Please note that basic, standard and enhanced certificates are processed under our legal obligation, under Part V of the Police Act 1997, and barring information is processed under the Safeguarding and Vulnerable Groups Act 2006. Therefore, this information falls outside of the right to data portability.
All requests for portability will be considered on a case-by-case basis.
12.1.7. You have the right to object to the processing of your information
Should you wish for the DBS to stop processing your application you will need to withdraw the application. However DBS will continue to hold the information in line with our retention requirements.
12.1.8. You have rights relating to automated decisions being made about you
Our disclosure process is generally automated. However, if the system identifies that there is potentially police information held about you, this is then sent to the relevant police force for consideration as to whether that information should be disclosed on your certificate. This is not an automated process and involves the judgment of the Chief Officer.
You have the right to object to any automated decision making. It should be noted that you would need to inform us of this on submission of your application as the certificate can be issued quite quickly. Please contact the DBS helpline on 03000 200 190.
Barring service
The only automated decision process currently undertaken when a person is considered for barring by DBS takes place when the person has been cautioned or convicted for an autobar offence and there exists no rights to make representations before inclusion. On notification of inclusion on a barred list you will be informed if your decision has been made by automated means and you will be provided with the opportunity to request a manual review of this decision. DBS do not currently undertake any profiling activities.
12.1.9. You have the right to make a complaint to the DBS and the Information Commissioner’s Office (ICO)
If you wish to make a complaint to us regarding the way in which we have processed your personal data you can make a complaint to the Data Protection Officer via the contact details in Section 6.1.
If you then remain dissatisfied with the response received, you have the right to lodge a complaint to the ICO at the following address:
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
13. Restrictions
13.1. There are restrictions to the rights of individuals and these are:
14. Transfer outside the European Economic Area
14.1. If you have spent time in the Channel Islands or the Isle of Man, it is likely that your data will be passed to police forces in that area. If any of your data has to be transferred outside of the UK, the DBS will ensure that an adequate level of protection is put in place.
15. Our staff and systems
15.1. All our staff, suppliers and contractors are security vetted by the Home Office Security Unit prior to taking up employment. All staff are data protection trained and are aware of their data protection responsibilities. This training is refreshed on an annual basis.
15.2. We conduct regular compliance checks on all DBS departments and systems. All checks are to the standard set out by the Information Commissioner’s Office. In addition, continual security checks are carried out on our IT systems.
16. Notification of changes
16.1. If we decide to change our Privacy Policy, we will add a new version to our website.
