DBS Check Renewals & Update Service for Employers

Having recruited a new member of staff, and undertaken the relevant DBS checks before taking them on, many employers will want to renew this check at regular intervals. In this way, you can ensure that any existing employee continues to meet the required standards, and hasn’t for example, been convicted a criminal record in the interim.

The following DBS check renewal guide looks at the rules relating to criminal record checks carried out through the Disclosure and Barring Service (DBS) — from the validity period of DBS checks, to when and in what circumstances a check will need to be renewed.

 

Should DBS checks be renewed?

 

DBS checks should be renewed where necessary, but there is no strict legal requirement for employers to do so within a set timeframe. The decision to renew a DBS check depends on industry regulations, employer policies, and the level of risk associated with the role.

Employers in healthcare, education, and social care typically require renewals every three years to ensure employees remain suitable to work with children or vulnerable adults. Regulatory bodies such as Ofsted and the Care Quality Commission (CQC) may expect organisations to conduct regular rechecks as part of their safeguarding obligations.

Renewing a DBS check is particularly important if an employee changes job roles, has a long period of absence, or moves to a position with greater safeguarding responsibilities. It ensures that any new criminal convictions, cautions, or warnings are identified.

For organisations seeking a more efficient alternative, the DBS Update Service allows employers to check a DBS certificate’s real-time status without requiring full rechecks. This service is particularly useful for employers needing to monitor multiple employees.

While not legally required, renewing DBS checks periodically helps employers manage risk, protect vulnerable individuals, and maintain compliance with safeguarding standards.

 

How long are DBS checks valid for?

 

As a reputable employer and organisation, you’ll not only want to ensure that you undertake the prescribed level of DBS check when recruiting, but also that all existing members of staff are suitable to undertake the work that they’re doing on an ongoing basis.

In England and Wales, a DBS check has no official expiration date. However, even though there’s no strict legal requirement that says a check should be renewed, employers still reserve the right to ask an employee to consent to a renewal. This is because the criminal record certificate presents a statement of facts at a set point in time, where no new convictions, cautions or other relevant information will be added. The certificate is merely a snapshot of an individual’s criminal record, and eligibility to undertake regulated activity, on a specific date, where it will be up to the employer to decide when a new check is needed.

The timescale for a DBS check renewal is typically at the employer’s discretion, and can vary from 6 months to every 2-3 years, although much will depend on the nature of the business and the job role in question. In some cases, when a renewal check should take place will depend on whether the organisation falls within the scope of a governing or regulatory body. In certain industry sectors, a new criminal record check may be advised periodically.a

By law, you may also be required to carry out a fresh check of the DBS children’s and/or adults’ barred lists in accordance with sector-specific guidance, helping to keep those who are known to present a risk to youngsters and vulnerable adults out of the workforce.

 

Does a DBS expire after 3 years?

 

A DBS check does not have an official expiry date. Once issued, a DBS certificate reflects an individual’s criminal record status at the time of the check, but it does not automatically update. Some organisations and industries adopt a three-year renewal policy for DBS checks, but this is a guideline rather than a legal requirement.

The frequency of renewal depends on the employer’s policies, industry regulations, and safeguarding requirements. For example, sectors such as education, healthcare, and social work often require new DBS checks every three years as part of their safeguarding obligations. Regulatory bodies, such as Ofsted and the Care Quality Commission (CQC), expect employers to ensure that their workforce remains suitable for roles involving vulnerable groups.

Even though a DBS certificate remains valid indefinitely, an employer may request a new check if a role changes, an employee moves jobs, or a significant period has passed since the last check. Employers who require up-to-date criminal record information can use the DBS Update Service, which allows them to check an individual’s DBS status in real-time rather than requesting a full recheck every few years. Ultimately, the decision to renew a DBS check is determined by risk assessment and employer discretion.

 

How should the validity period of a DBS check be decided?

 

In the absence of sector-specific guidance, the official advice from the DBS is that there’s no general requirement to repeat criminal record checks for staff that remain employed within the same organisation where there’s no change in their place or terms of work. In this context, it’s entirely up to the employer to decide if, and when, a new check is needed.

In contrast, if an existing employee changes roles within an organisation, it may be necessary for their DBS check to be renewed. For example, if an individual moves into a new role that means they’ll have direct contact with people in a vulnerable position, they would need to undertake a new higher-level check, such as an enhanced disclosure check. The DBS also suggests that when someone changes employer, regardless of the role, they should have their check renewed, even though any prior check doesn’t have an end date.

If you decide to impose a requirement on existing members of staff for a DBS check renewal, within a prescribed timeframe, ideally the circumstances in which a renewal will be required should be set out in writing within a workplace policy. This policy should be made easily accessible, and clearly communicated across your workforce, so that staff are aware of this requirement. Given the fact that renewed DBS checks are not strictly required, it’s also worth providing a written explanation for the reasons behind your policy decision.

Whilst many employers have developed their own policies around renewing DBS checks, to counter the problems arising from previous DBS checks becoming almost instantly out-of-date, careful consideration should still be given as to when renewals are necessary. Much, of course, will depend on the type of work being undertaken. However, by first conducting a risk assessment, within the context of your organisation and the job roles involved, this will enable you to fairly determine the need for regular renewals, proportionate to the risks involved.

 

How often should DBS checks be renewed?

 

There is no legal requirement in the UK for DBS checks to be renewed within a specific timeframe. However, many employers and regulatory bodies set their own renewal policies based on the level of risk associated with the role.

For high-risk sectors such as healthcare, social care, and education, industry guidelines recommend renewing DBS checks every three years. Organisations regulated by bodies such as the Care Quality Commission (CQC), Ofsted, and the Financial Conduct Authority (FCA) often require periodic rechecks to ensure ongoing compliance.

For roles involving children or vulnerable adults, employers should regularly assess whether a renewal is necessary. If an employee has a long period of absence or moves to a new role with greater responsibilities, a new check may be required.

One alternative to frequent renewals is the DBS Update Service, which allows employers to check the real-time status of an employee’s DBS record. If a new offence has been added, the employer will be notified, reducing the need for full rechecks.

Ultimately, the decision on how often to renew DBS checks lies with individual employers, industry regulations, and risk assessments. Employers should establish a clear policy to ensure all staff checks remain up to date and meet safeguarding obligations.

 

DBS check renewal process

 

The application process for a DBS check renewal is exactly the same as a check on a new employee. There’s no fast-track service, where a renewal will require a fresh application, although the way in which this is done will depend on the level of check required.

An individual can apply for a basic DBS check online, or through a Responsible Organisation registered with the DBS to submit basic checks. As the employer, you can also apply for a basic DBS check on an employee’s behalf, provided you have their consent. A request for a standard or enhanced check cannot be requested by the individual. Instead, these must be submitted either by the employer, provided the organisation is registered to do so, or by an umbrella body that’s registered to give other non-registered businesses access to DBS checks.

As either an employer or registered body, you should provide the candidate with a DBS application form to complete and return to you, together with the necessary proof of their identity and address. It can seem strange to ask someone whose already in your employment to prove who they are, but it remains an essential part of the renewal process. The same rules relating to which documents can be used to verify someone’s identity apply here as for the initial DBS application — although different documents can be used each time, provided they fall within the approved DBS list of documentation.

The cost for a basic DBS check is £21.50. Once payment has been made, this can take up to 14 days to be processed. The cost to carry out a standard DBS check for a paid position is £21.50, and £49.50 for an enhanced check, although an administration fee may be charged by the organisation that submits the application to the DBS. For these higher levels of checks, each application is different where the completion time can vary with some checks taking longer.

 

DBS Update Service: employer guide

 

Most employers will request a new DBS check from successful job applicants, even if the prospective new recruit already has a criminal record certificate when they’re offered the role. This is to ensure that the information on the certificate is not out-of-date. Many employers will also request DBS check renewals at regular intervals for existing members of staff.

However, for standard and enhanced DBS checks, workers can register for the DBS Update Service. This online service will keep an individual’s DBS certificate up-to-date and, with the employee’s permission, allows employers to check if anything changes on their certificate. With its real-time data, this offers an ideal alternative to having to make a fresh application every time a renewal is required, whether this be where an individual is moving from role to role within the same organisation, or moving to a different role with a new employer.

For an annual fee (£16 at the time of writing), the aim of the DBS Update Service is to improve the ease and speed of the recruitment process for those within regulated industries, such as education or health and social care, allowing employers to access free online status checks and be notified of any new information relating to that check.

The outcome of an online status check will be one of the following:

 

• The certificate didn’t reveal any information, and remains current, as no other information has been identified since its’ issue. This means that the person’s certificate contains no criminality or barring information, and that no new information is available.
• The certificate remains current as no other information has been identified since its’ issue. This means that the individual’s certificate did contain criminality or barring information, and no new information is available.
• The certificate is no longer current. In these circumstances, the individual will need to apply for, or consent to, a new DBS check to get the most up-to-date information. This means that the individual’s certificate should not be relied upon as new information is now available, and you should request a renewed DBS check.
• The Update Service reduces the need for multiple requests for certificates where an individual either moves job role or organisation. If a prospective or existing employee hasn’t subscribed to the Update Service, it’s the employer’s decision to decide whether or not to accept a previously-issued DBS check. However, you should always bear in mind that an individual’s criminal record, or other relevant information, may have changed since its’ issue, and the level of that check may also not be right for the position that you’re recruiting for.
• The Update Service is only available for standard and enhanced checks. It doesn’t apply to basic level checks, where a fresh application would need to be made every time.

 

Employers can only check a DBS certificate if the employee has subscribed to the Update Service and has given permission to the employer to access their record. To check a certificate, the employer will need:

 

• The employee’s DBS certificate number
• The employee’s consent to carry out the status check
• Access to the DBS online portal

 

If there have been no changes to the employee’s record, their certificate remains valid. However, if new information has been added, the employer must request a new DBS check for a full reassessment.

The Update Service reduces administrative costs and ensures that organisations can continuously monitor employees in safeguarding roles. Employers hiring new staff should encourage them to subscribe to the Update Service when applying for a DBS check, as this will allow for ongoing monitoring without needing frequent full rechecks.

 

DBS compliance requirements for employers

 

It’s the responsibility of the employer to decide whether someone is eligible for a DBS check and, if so, what level the check should be ‘and’ when this should be renewed. There are four different levels of DBS checks, providing varying degrees of information about a prospective or existing employee, depending on the type of job role involved: the basic check, the standard check, the enhanced check and the enhanced DBS check with Barred List(s).

A basic DBS check is the lowest level of criminal record check, where the certificate will set out details of convictions and conditional cautions that are considered to be unspent under the relevant legislation. A standard or enhanced DBS check will reveal details of both spent and unspent convictions, cautions, reprimands and warnings that are held on the Police National Computer. The enhanced check also involves an extra level of check with local police forces.

An enhanced DBS check with Barred List(s) will show whether an individual is prevented from working in a regulated activity or role, either with children or with adults, or both. As an employer, you’ll be breaking the law if you knowingly employ, or continue to employ, someone in a regulated activity with youngsters or vulnerable groups of people.

This means that you must have the right level of DBS check in place, even for an existing employee for whom a prior check has been undertaken, especially if they’re being recruited into a new role. For example, if someone works in a care home handling administration, it’s likely that a standard DBS check will already have been undertaken. If, however, that person is then recruited into a role which involves coming into contact with vulnerable adults, you may have to apply for an enhanced DBS check, or an enhanced DBS check with Barred List(s).

 

How do employees update an existing DBS?

 

A DBS certificate cannot be updated or amended once issued. If an individual needs an updated check, they must apply for a new DBS check or subscribe to the DBS Update Service to allow ongoing monitoring.

To obtain a new DBS check, an individual must:

 

• Apply through their employer or a registered umbrella body – Most DBS applications are processed through the employer, particularly for regulated roles.
• Submit identity documents – Proof of identity, address, and right to work in the UK will be required.
• Undergo a new criminal record check – The level of check (Basic, Standard, or Enhanced) will depend on the role.
• Receive a new certificate – If approved, the new DBS certificate will be issued with updated records.

 

For individuals who want continuous updates rather than applying for a new DBS check each time, the DBS Update Service provides a solution. This allows employers to check the status of a DBS certificate online, ensuring it remains valid without needing a full recheck.

If a DBS certificate is lost or damaged, a replacement cannot be issued. Instead, a new application must be made. Employers should have clear policies on when and how often they require employees to update their DBS checks to maintain compliance with safeguarding and legal requirements.

 

Need assistance?

 

As employer solutions lawyers, DavidsonMorris provides a specialist, comprehensive pre-employment check service for employers. Combining DBS and Right to Work checks into a streamlined onboarding service, your organisation can benefit from informed decision-making, and compliant and safe recruitment and workforce management. We also advise on specialist aspects of background checks, including advice on developing and drafting a policy on recruiting ex-offenders and overseas checks. For help and advice on reducing risk through DBS checks, please contact us.

 

DBS renewal FAQs

 

Is there a legal requirement to renew DBS checks?

There is no set legal requirement for how often a DBS check must be renewed. However, certain industries, such as healthcare and education, have their own safeguarding guidelines that recommend periodic renewals, often every three years.

 

Does a DBS check expire?

A DBS check does not have an expiry date. It is valid from the date of issue, but employers must decide when a new check is needed based on risk assessments, job role changes, and regulatory requirements.

 

How often should a DBS check be renewed?

Many employers choose to renew DBS checks every one to three years, depending on the nature of the role. Some industries require more frequent checks, while others may rely on the DBS Update Service for ongoing monitoring.

 

What is the DBS Update Service?

The DBS Update Service is an online subscription that allows employers to check if an individual’s DBS certificate is still valid, rather than requesting a full recheck. Employees must subscribe to this service themselves.

 

Can an employee start work before a renewed DBS check is completed?

If a new DBS check is required, an employer may allow an employee to start work under supervised conditions, depending on the role and industry regulations.

 

Do self-employed workers need to renew DBS checks?

Self-employed workers in regulated roles may need to apply through a registered organisation or umbrella body to obtain and renew their DBS checks.

 

What should an employer do if a renewed DBS check reveals new information?

Employers should carry out a risk assessment and review their safeguarding policies to determine if any action is required, which could include further investigation or role reassignment.

 

How can an employer check if a DBS certificate is still valid?

Employers can use the DBS Update Service to check the real-time status of a DBS certificate, provided the employee has subscribed and given permission for the employer to access their record.

 

Where can an employer apply for a DBS check renewal?

DBS check renewals can be processed through the Disclosure and Barring Service (DBS) website or via an approved umbrella body that handles applications on behalf of employers.

 

Glossary

 

 

Term	Definition
DBS Check	A criminal record check carried out by the Disclosure and Barring Service (DBS) for individuals working in certain roles.
DBS Renewal	The process of obtaining a new DBS check after a previous check has become outdated or as required by an employer.
DBS Check Renewal	The act of reapplying for a DBS certificate to ensure an individual’s criminal record status is up to date.
Disclosure and Barring Service (DBS)	The UK government organisation responsible for processing criminal record checks and maintaining barred lists.
Basic DBS Check	A check that provides details of any unspent convictions or conditional cautions.
Standard DBS Check	A higher-level check that includes details of spent and unspent convictions, cautions, reprimands, and warnings.
Enhanced DBS Check	A detailed check that includes all the information from a Standard DBS Check, plus any relevant police information.
Enhanced DBS Check with Barred List	The highest level of DBS check, including barred list information for those working with vulnerable groups.
DBS Update Service	A subscription-based service that allows employers to check if a DBS certificate remains valid without applying for a new check.
Regulated Activity	Work that involves close and unsupervised contact with children or vulnerable adults, requiring an Enhanced DBS Check.
Safeguarding	Policies and procedures designed to protect children and vulnerable adults from harm, often requiring DBS checks for staff.
Umbrella Body	An organisation authorised to process DBS applications on behalf of employers.
Right to Work Check	The legal obligation for UK employers to verify an employee’s right to work, separate from a DBS check.
Spent Conviction	A conviction that, after a legally specified time, no longer needs to be disclosed.
Unspent Conviction	A conviction that must still be disclosed as it remains on an individual’s record.
Rehabilitation of Offenders Act 1974	UK legislation that determines when criminal convictions become spent and no longer need to be disclosed.
Barred List	A list maintained by the DBS of individuals prohibited from working with children or vulnerable adults.
Employment Risk Assessment	A process carried out by employers when reviewing a new DBS check that reveals criminal record information.
Legal Compliance	The requirement for employers to follow UK laws regarding DBS checks, safeguarding, and right-to-work verification.