Employers should treat a DBS check as one part of safer recruitment. Before applying, establish the lawful level from the role’s duties, obtain accurate applicant information and use the correct registered route. After issue, verify the certificate, assess relevant information fairly and protect it as sensitive personal data.
Key points
- Assess eligibility before requesting sensitive criminal-record information.
- Use a Registered Body or Responsible Organisation appropriate to the check level.
- DBS sends the certificate to the applicant, who presents it to the organisation.
- Keep a written policy on recruiting people with criminal records.
- Never use a DBS certificate as a substitute for references, identity or right-to-work checks.
Before the application
- Define the role’s real activities, setting, workforce, frequency and supervision.
- Identify the lawful check level and any barred-list eligibility.
- Explain why the check is required and how certificate information will be used.
- Choose a suitable Registered Body, Umbrella Body or Responsible Organisation.
- Prepare a compliant recruitment-of-ex-offenders policy.
During the application
Identity details must be checked under the current DBS route. Names, previous names and a complete address history should be entered carefully because inconsistent information may need investigation.
An application should describe the position and workforce accurately. Selecting an unjustified level or barred list is not a harmless administrative choice; the organisation must be legally entitled to ask the exempted question.
Making a fair decision
Where information is disclosed, consider its relevance to the duties, seriousness, age, circumstances, pattern, explanation and the controls available. Give the applicant an opportunity to discuss the information and follow a consistent policy.
Keep access to certificate information limited. Store or retain details only for a justified period and dispose of them securely in line with the DBS Code of Practice and data-protection requirements.
Rechecks and the Update Service
DBS certificates have no official expiry date. Employers decide when a new check is proportionate for their sector, role and safeguarding policy. For subscribed Standard or Enhanced certificates, an employer may perform a free online Update Service status check with consent when the level, type and workforce match.
Next step
Build a repeatable checking process
Start with a role-based eligibility record, then document identity, certificate review and decision-making.
Frequently asked questions
Must an employer carry out DBS checks?
That depends on the role and sector. Some employers have statutory duties; elsewhere a check may be a lawful policy decision. Eligibility to request a check and a duty to request one are different questions.
Can an employer keep a copy of a certificate?
Certificate information must be handled securely and retained only where justified. Follow the DBS Code of Practice, official handling guidance and applicable data-protection law.
Can an employer reject anyone with a conviction?
A blanket approach may be unfair and inappropriate. Employers should assess relevant information against the duties and risks, follow their policy and comply with employment and rehabilitation law.
Sources and review information
Reviewed against official guidance on 20 August 2026. Rules and fees can change, so confirm the current position before making an application or eligibility decision.