DBS FAQs
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How do I apply for a DBS Check?To apply for a DBS Check, you first need to be sure what level of DBS Check you need. This can vary depending on what a job role entails. Once you know this, you can contact us via this form and we can get the process started. All we need to do is send Ts & Cs over to the right people. Once they’re signed, we can send digital DBS application forms out to your applicants and start getting the DBS checks processed. Only employers can request Standard or Enhanced DBS Checks. If you are an individual trying to apply for a DBS Check, click here. If you want to start processing DBS Checks for your staff, click here. If you’re a taxi or private hire driver, there are different rules. For more info, click here.Who needs a DBS Check?Standard and Enhanced DBS Checks are a mandatory requirement for many jobs that are defined as ‘Regulated Activity’. In some sectors, such as healthcare, nearly all the job roles require a DBS certificate in place to be compliant. They are available to employers so they can ensure they have all the information available to be able to make a safe and effective recruitment decision. A DBS Check will reveal whether someone is barred from working with certain demographics. Many employers process Basic DBS Checks as a risk mitigation exercise, particularly in financial services. FCA regulations and others suggest processing these as best practice although they are rarely mandatory.What is ‘Regulated Activity’?Simply put, regulated activity is work that a barred person cannot do. It refers to certain roles generally involving children and/or vulnerable adults, such as care or teaching. It is clearly defined in the Safeguarding Vulnerable Groups Act 2006, which has since been amended by the Protection of Freedoms Act 2012. The Disclosure and Barring Service have guidance booklets relating to roles in the Child Workforce, Adult Workforce and Other Workforce.What does a DBS Check show?A DBS Check will reveal part or all of an applicant’s criminal record history dependent on whether it is an Enhanced DBS, Standard DBS or Basic DBS Check. You can find our full breakdown of what a DBS Check shows here.Can I apply for a DBS Check myseslf?You can apply for a DBS Check yourself if you only need a Basic DBS Check. Basic DBS Checks have no eligibility criteria and are available to anyone. If you need a Basic DBS Check for yourself, you can get one here. The Standard and Enhanced DBS Check can only be used by employers needing to make a recruitment decision on an individual who will be, or is already, engaging in regulated activity. These checks allow them to make a safe recruitment decision based upon the DBS certificate information. Individuals cannot make a recruitment decision on themselves even if they are engaging in regulated activity. If this applies to you, we suggest contacting your local authority or regulative body as they may be able to apply for a DBS Check on your behalf.How long does a DBS Check take?The Disclosure and Barring Service states that any level of DBS Check can take between 6-8 weeks to complete. In our experience, they don’t generally take this long. We have broken down the average processing times of our DBS Check submissions below: Basic DBS Check: 1 – 2 days Standard DBS Check: 2 – 7 days Enhanced DBS Check: 10 – 14 days Over 50% of our Standard and Enhanced DBS Submissions are completed in 5 days or less. There is however no maximum to how long they can take. Checks can be delayed by applicant errors or external factors. You can find out more by following the links below. Tips for ensuring a smooth DBS application Why is my DBS Check taking so long?How far back does a DBS Check search?The information provided by a DBS Check isn’t affected by time. The check will examine a person’s entire criminal record history. The information included on the DBS Certificate depends on whether an offence is ‘spent’ or ‘unspent’ and the level of DBS Check applied for. Some information will always be included on a DBS Certificate, no matter how long it has been since the offence was committed.How much does a DBS Check cost?The cost of a DBS Check varies depending on which level of check is being applied for. Our list prices are: Basic DBS Check: £43.10 Standard DBS Check: £52.20 Enhanced DBS Check: £75.90 Volunteer DBS Check: £26.40 What you see is what you get. We have no hidden fees and we don’t charge extra for ‘fast-track’ services that don’t exist. Prices include VAT.Can you speed up or fast-track a DBS Check?There is no way to fast-track or speed up the DBS process. All DBS Checks are subject to the same processing times. There are many screening companies out there that claim to offer a fast-track service but there is no basis for this. There are certain things you can do which can make sure your DBS Check goes through as smoothly as possible. You can find tips in our guide here.What is checked with a DBS Check?All DBS Checks involve a search of the Police National Computer for any conviction information. Standard and Enhanced DBS Checks will also check any local police notes for relevant information. In some cases, Enhanced DBS Checks will also check against the Children’s or Adult’s Barred List(s).Why should I DBS Check my employees?DBS Checks are important in many industries and are mandatory for compliance with regulators. DBS Checks are also an incredibly useful tool for helping employers make safe recruitment decisions. The information they provide can help prevent you from employing people that may pose a danger to you, your business and your employees.What is a DBS check?
DBS Checks are background checks that look into a person’s criminal history. There are three levels of DBS Checks – Basic, Standard and Enhanced – and each has a different purpose. They help employers to make safer recruitment decisions and can prevent unsuitable people from coming into contact with vulnerable groups.
What happened to CRB Checks?From 2002 to 2012, Criminal Records Bureau (CRB) Checks were used to search for an applicant’s criminal history on the Police National Computer. These checks were then replaced by DBS Checks when the CRB merged with the Independent Safeguarding Authority (ISA) to form the Disclosure and Barring Service (DBS), under the Protection of Freedoms Act 2012. CRB Checks are no longer a valid safeguarding measure, even if some people still hold a CRB certificate.
Who can request a DBS Check?Anyone can apply for a Basic DBS Check. However, only employers can request standard or enhanced checks. Employers are legally responsible for making sure a job role is eligible for a Standard DBS Check or an Enhanced DBS Check. You must select the relevant workforce during an application for a Standard or Enhanced DBS Check and have permission from the applicant or employee.
Are DBS checks a legal requirement?DBS checks are legally required in regulated sectors, such as healthcare, education, and social work, to comply with safeguarding regulations. In other sectors, they may not be legally required but can be requested at the discretion of the employer.
Are pre-employment checks a legal requirement?Some pre-employment checks in some industries (i.e. DBS check in Schools) are a legal requirement. Other pre-employment checks such as right to work checks are not legally required but are recommended for employers for peace of mind in their hiring decisions.
Who pays for DBS Checks?There is no rule for who is responsible for paying for a DBS check. Some employers pay for staff checks, whereas others opt for their applicants to pay. Applicants should check with their employer before applying.
Can an applicant fail a DBS Check?DBS Checks don’t result in a “pass” or “fail.” They simply reveal criminal records or other relevant information for employers to assess.
What is the best way to contact the DBS directly?You can email the DBS at customerservices@dbs.gov.uk or call their helpline on 03000 200 190. For more information, visit: www.gov.uk/government/organisations/disclosure-and-barring-service
How do I get a DBS Check if I’m self-employed?Individuals can’t apply for a Standard or Enhanced DBS Check directly. If you’re self-employed, you can apply for a DBS Check through an association or organisation that uses your services.
Does a DBS Check Expire After 3 Years?DBS Checks don’t last for a specific amount of time. They have no expiry date and the information is only correct at the point of issue. Certain industries have best practice guides on how often you should complete a new DBS Check. Most organisations tend to carry out new DBS Checks every three years. This is why many think they expire after three years.How do I renew my staff’s DBS Check?DBS Checks can’t be renewed but getting new checks for existing staff is commonly referred to as a renewal. We expand on this in more detail in our knowledge hub article, here.Are DBS Checks transferable?It is at the employer’s discretion whether they are willing to accept a pre-existing DBS certificate. It is recommended that employers run checks on any new staff regardless of existing certification. The DBS do however run a subscription service, called the DBS Update Service. For a nominal fee (13.p.a) individuals can register their DBS certificate to the Update Service and the DBS will then keep this updated with any information. Individuals can then provide this to any prospective employers. It’s important to note that DBS certificates on the Update Service are only transferrable if the roles meet the same eligibility criteria. You can find out more about how to sign up for the Update Service here.Can you start a new job before your DBS Check has been completed?This is entirely down to the discretion of the employer that is requesting the check and the industry you are in. In certain industries, like care and education, most people need to wait for a DBS Check to be completed before being allowed to work. This is to ensure that vulnerable individuals are safeguarded appropriately.How long does a DBS Check last?According to the government, a DBS never technically expires but that doesn’t mean you only need to do one! The certificate information is only accurate up until the date of issue anything beyond this point would require an additional check. This is why it’s recommended that employers run DBS Checks on new staff even if they’ve had a DBS Check completed recently by another company. Only a new check would determine if an offence had been committed in the interim. Best practice is to carry out new checks on existing staff every 3 years. Certain industries mandate shorter periods between checks so it’s best to familiarise yourself with the rules in your industry to ensure compliance.Who receives the DBS Certificate?When a DBS Check is completed the certificate is posted out directly to the applicant’s current address, as it appears on the application form. The exception to this is the Basic DBS Check. Applicants have the option to either, provide a ‘care of’ address for the certificate to be posted to, or, have the option to receive the result information only by email.Should employees pay for DBS Checks?Employers are not legally obligated to pay for any background checks they want to be completed before you start employment. However, it is definitely best practice for employers to pay for the checks they want completing. When it comes to criminal record checks, some employers will ask applicants to pay for their DBS Check at first. They then reimburse this in your first wage. This often happens because people sometimes wait for their DBS certificate to arrive and then don’t actually start working.Who are DBS Checks designed to protect?DBS Checks are designed to protect the most vulnerable members of society. This includes children and adults who are considered vulnerable due to their age, illness or disability. DBS Checks are also designed to protect employers from recruiting people who may be a danger to their business.What documents do I need to provide for my DBS ChecksWhen applying for a DBS Check, applicants need to provide either 2 or 3 types of documents, depending on the level of DBS Check. In most cases, DBS documents need to be the original copy as well as still being valid. You can find more information in our guide here.What offences are never filtered from a DBS?Specified offences are a type of offence which will never be filtered from a DBS Check. These are usually crimes of a serious violent or sexual nature, or are relevant for safeguarding children and vulnerable adults.Do Arrests Show on DBS ChecksGenerally, the answer is that an arrest alone will not appear on a DBS check. This is because an arrest does not indicate guilt or conviction. However, there are circumstances where certain information related to arrests might be disclosed on a DBS check. This is usually when the police feel it is relevant and necessary for an employer to be aware of before making a recruitment decision.How long do convictions stay on a DBS Check?Most criminal information has a rehabilitation period associated with it. Convictions will appear on a DBS Certificate until this rehabilitation period has been fulfilled. This is when a conviction becomes ‘spent’. However, these convictions will still show on a Standard or Enhanced DBS Check, as they both show spent and unspent convictions. Certain convictions, known as specified offences, will never be removed from a DBS. -
Do I need to pay a set-up fee to use the Independent DBS Service?No, there’s no set-up fee to use us. Once you’ve registered for free, you can use us as little or as much as you need.Do I have to subscribe to the IDBSS?No, there’s no subscription services. We don’t tie you down to fixed term contracts or annual fees.How do I pay for Checks?If checks are being paid for by the employer, payment is made via credit invoice. If checks are being paid for by the applicant, you will receive login details and a link to pay via credit card or debit card. No applications are processed until full payment is received.Is the IDBSS Regulated?We’re an Umbrella Body of the DBS (Disclosure and Barring Service), which means we can act on behalf of the DBS to process criminal record checks for public, private and not-for-profit organisations. We adhere to a strict Code of Practice issued under section the Police Act 1997.How do I reset my password?If you’re logged in to your dashboard, simply click ‘Update Password’ at the top of the screen. If you’ve forgotten your password and are unable to access your dashboard, please select ‘Forgotten your password.’ You will be asked to enter your email and press submit. You will then receive a password reset link via email, which you will need to complete within one hour.How do I track DBS applications?
You can track your DBS applications using your dashboard. To do this, simply access your Existing Applications, open the Processing at DBS table and click on their DBS tracking number (in the View column).
You will then need to click Track Progress to be redirected to the DBS’ tracking page. Once on the tracking page, you will be able to view the stage the application is on and the dates the application progressed to each stage. If any of your applications are taking longer than expected, please contact one of our advisors who will be able to look into this further.
What do I do if I/an applicant has lost a disclosure document?The DBS will only reprint another copy if the original certificate was lost in the post to the applicant and if reported within 90 days of the issue date. There is only ever one paper copy of the certificate and this is issued to the applicant. If a certificate is lost, a new DBS check will need to be completed.
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How does Checks Direct process and handle data?
To comply with data protection laws, we only collect personal data we need for our specified purposes, ensure we have sufficient personal data to properly fulfil those purposes, periodically review the data we hold, and delete anything we don’t need. Once we have provided our service to you, and produced the required check, we aren’t required to hold this data for longer than is required.
How long does Checks Direct keep DBS Check results in its system?To comply with the DBS Code of Practice and the Handling of DBS Certificate Information Guidance, we will only keep data for six months following the completion of a check. Non-completed checks will be deleted six months after they were created.
Once we have provided our service to you, and produced the required check, we don’t hold this data for longer than is required.
d term contracts or annual fees.
Why does the IDBSS delete DBS Check results after six months?We do this to comply with the DBS Code of Practice and the Handling of DBS Certificate Information Guidance. DBS certificate information should only used for the specific purpose it was requested for, so this information shouldn’t be kept for any longer than is necessary. The retention period of six months allows for the consideration and resolution of any disputes or complaints.
Can I keep DBS certificate information?In line with the DBS Code of Practice and Handling of DBS Certificate Information Guidance, organisations should only keep data for six months following the completion of a check.
However, some organisations which are inspected by the Care Quality Commission (CQC) or Ofsted, and those establishments which are inspected by the Care and Social Services Inspectorate for Wales (CSSIW), may be legally entitled to keep the certificate for longer, e.g. for the purposes of inspection.
If this applies to you, we advise that you download and save any certificates in line with your data retention and secure handling policy.
What should I do if a DBS Check result isn’t available to me anymore?If you didn’t download and save a DBS certificate within the six-month retention period, we recommend that you contact the applicant and ask then to send you a copy of their certificate.