DBS checks for employers

If you recruit into roles involving children, vulnerable adults or positions of trust, DBS checks are part of your legal and safeguarding responsibilities. These are the seven steps, in order.

1. Establish eligibility first

Access to Standard, Enhanced and Enhanced-with-barred-list checks is only available to organisations that are entitled by law to ask an individual to disclose their full criminal history — eligibility flows from legislation such as the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Before requesting a check you must establish that the specific role qualifies for the level you intend to request. [GOV.UK]

2. Choose — and check — the correct level

Requesting a higher level than the role is eligible for is not a safe default — it is unlawful and can breach data-protection law. Use the official eligibility guidance (and, if helpful, our eligibility guidance checker) to identify the level, then confirm it before applying. See which DBS check do I need?

3. Obtain checks through the proper route

Standard and Enhanced checks are submitted either directly (organisations registered with the DBS, typically for higher volumes) or through a registered umbrella body acting on your behalf. Individuals cannot apply for these levels themselves — only for a Basic check.

4. Verify identity correctly

You must confirm the applicant’s identity following the DBS ID-checking process — verifying name, date of birth and current address using accepted documents — before the application is submitted. [GOV.UK] Do not alter the applicant’s details on the form to resolve a discrepancy.

5. Handle the certificate lawfully

The certificate is issued to the individual. You should view it, record only the limited details official guidance permits, and not keep a copy. Certificate information must be stored securely, used only for the purpose it was requested, kept no longer than necessary and then securely destroyed. Full detail is on our DBS record keeping & compliance guide.

6. Make the recruitment decision in context

A DBS certificate is one input into a safer-recruitment decision, alongside references, interviews, qualifications and right-to-work checks. Organisations requesting checks must also have a policy on employing ex-offenders and show it to any applicant who asks. [GOV.UK]

7. Keep it current and revisit eligibility

Consider the DBS Update Service (with the individual’s consent) so a Standard or Enhanced certificate can be kept up to date, and set a policy for reviewing checks. If someone’s duties change, re-check whether the eligible level has changed too.

Where Complys fits

Complys does not carry out DBS checks. It helps you keep the surrounding evidence organised — the record that a check was done, safer-recruitment documents, and review reminders. How to do that within the official handling rules (record the metadata, never the certificate’s contents) is covered on our DBS record keeping & compliance guide.