Help and support

As well as storing the list of DBS checks you’ve requested and certificates you’ve seen, you should also keep a record of everyone who has seen the certificates or the information in them.

It’s against the law to:

• share information in a DBS certificate with anyone who isn’t involved in your organisation, unless a relevant legal exception applies
• share information with anyone in your organisation unless it’s necessary for them to carry out their duties
• knowingly make a false statement to obtain, or enable someone else to obtain, a certificate.

The DBS code of practice states that all registered bodies need a written policy on correctly handling and safely storing DBS certificates and certificate information.

Organisations must also comply with their obligations under the General Data Protection Regulation (GDPR), Data Protection Act 2018, and other relevant legislation on safely handling, retaining and disposing of certificate information.

• The Disclosure and Barring Service has a sample policy on handling DBS certificate information that you can use.
• If you're handling information linked to a DBS check you must follow the DBS code of practice.

To apply for a DBS check, applicants must show a range of ID documents. The Disclosure and Barring Service has guidance on checking ID for standard and enhanced DBS applications.

The Post Office provide a useful DBS ID verification service that can be used to check documents. For example, on behalf of organisations whose employees or volunteers are remote.

If an applicant can’t show the ID that’s needed, they can still apply for a check by ticking the W59 box on the application form. The Disclosure and Barring Service will contact them and give them information about having their fingerprints taken at their local police station, so their DBS application can still be progressed.

If you process more than 100 checks per year, you can register your organisation to carry out DBS checks on your staff, volunteers and trustees.

If you need fewer than 100 standard or enhanced checks in a year, you’ll need to use a service (called an umbrella organisation) to process them.

For basic checks, you can either process them as an organisation, via an umbrella organisation, or ask the individual to request the check and share it with you.

• All DBS checks have costs that vary according to their level.
• Some standard or enhanced checks for volunteer roles that meet certain criteria and are eligible may be free of charge.
• Checking services will add administration fees to the cost of the check. You should make a judgement call on whether these are reasonable.
• Although many levels of check are carried out by the organisation, the disclosure certificate is sent directly to the person it relates to.

• To make sure that a volunteer role meets the DBS criteria, see the DBS guidance on applications for volunteers.
• To speak to the Disclosure and Barring Service for further advice, or to register, call 03000 200 190 or email customerservices@dbs.gsi.gov.uk.
• Current fees are listed in the Disclosure and Barring Service advice on checking employees