How Long Does A DBS Last?

A Disclosure and Barring Service (DBS) check is a criminal record check that an employer can request as part of their recruitment and onboarding process. DBS checks are useful in ensuring that the employer is only recruiting suitable people into their organisation and for the job role in question.

This is especially important when the person will be working with children or vulnerable adults, although you can ask for a basic check of a candidate’s criminal record no matter what sector your business operates in or what specific role a person is applying for.

Equally, it is important to consider how long the DBS check will last, and if and when this needs to be renewed, where an individual who does not have a criminal record prior to being recruited, may have a conviction or caution recorded against them after they have been hired.

Below we look specifically at the question of how long a DBS check lasts, as well as related queries about the process for applying for a DBS check for both prospective and existing employees, including the processing times involved and how to minimise any potential delays.

 

How long does a DBS last?

 

Any information included in a DBS check is only accurate at the time it was carried out, as indicated by the issue date on the certificate. However, DBS checks do not have an official expiry date. It is therefore the responsibility of the employer to decide when a new check is necessary, based on organisational needs and the safeguarding requirements of their sector.

As a matter of best practice, many organisations choose to renew DBS checks every three years. In some sectors, such as education or healthcare, there is a statutory requirement to conduct regular checks in line with safeguarding laws, such as the Safeguarding Vulnerable Groups Act 2006.

If an existing employee moves into a role requiring a higher level of check, it is the employer’s responsibility to initiate the necessary renewal. Additionally, if an individual changes organisations, it is generally recommended by the DBS to carry out a new check, unless they are registered with the DBS Update Service and the new role does not require a higher level of check.

Under the DBS Code of Practice, employers must only use the information contained in a DBS certificate for the specific purpose for which it was obtained. Employers are also required to securely destroy the certificate once a recruitment decision has been made and after a suitable period—typically within six months. This is in line with the General Data Protection Regulation (GDPR) and Data Protection Act 2018, ensuring that sensitive information is handled appropriately and to prevent misuse.

For greater efficiency, employers and individuals can subscribe to the DBS Update Service, which allows for online access to regularly updated checks, reducing the need for repeated applications.

 

Factors influencing DBS renewal frequency

 

The frequency at which a DBS check should be renewed depends on a variety of factors, including the sector in which an individual works, the employer’s internal policies, and any changes to an employee’s role or workplace. Although DBS checks do not have an official expiry date, ensuring they are kept up to date is vital for maintaining safeguarding standards, particularly in roles involving vulnerable individuals.

Certain sectors, such as healthcare, education, and childcare, have specific legal requirements that determine how often DBS checks need to be renewed. For example, organisations governed by the Safeguarding Vulnerable Groups Act 2006 may be required to conduct regular checks to comply with statutory safeguarding regulations. Employers in these sectors are typically required to implement stringent policies to maintain compliance and protect the individuals under their care.

In other industries where statutory requirements are less defined, employers often choose to set their own policies for renewing DBS checks. As a matter of best practice, many organisations opt to refresh checks every three years, though this timeline can vary depending on the nature of the work and the perceived level of risk associated with the role.

Renewal frequency may also be influenced by changes to an employee’s role. When an individual moves into a position that requires a higher level of DBS check, such as transitioning from a basic check to an enhanced check, employers must ensure the appropriate renewal is carried out to reflect the new responsibilities. Similarly, when an employee changes organisations, it is usually advisable for the new employer to request a fresh DBS check, even if the role is similar to their previous position. This ensures the organisation has accurate and up-to-date safeguarding information tailored to their needs.

The DBS Update Service can help streamline the renewal process in some cases. If an individual is registered with the service, employers can access up-to-date DBS information without needing to request a new certificate, provided the new role does not require a higher level of check. However, not all employees subscribe to the service, and in such cases, a new DBS check may be required.

Establishing an appropriate frequency for DBS renewals is an essential part of safeguarding practices, ensuring that employers remain compliant with relevant regulations and maintain trust within their organisation.

 

What is the renewal process for a DBS check?

 

A prospective or existing employee can apply for a basic check either directly online to DBS or through a Responsible Organisation (RO). They can also ask you to apply on their behalf via an RO. ROs are DBS-registered to submit basic checks via a web service.

You will need to choose a company from the list of RO’s registered with DBS to process checks. The RO will carry out the check and the applicant will then receive their certificate by post, although they can also set up a DBS account to view the certificate online.

An individual cannot, however, apply for a standard or enhanced DBS check by themselves, where these will need to be carried out on behalf of the applicant by either the hiring organisation or a third party on the applicant’s behalf. Access to the DBS checking service for standard and enhanced checks is not available to everyone; only employers who are registered with the service are entitled by law to ask an exempted question.

If you are eligible to ask an exempted question but not registered with DBS to submit standard or enhanced checks – you can only register with DBS if you carry out 100 or more checks per year – you will instead need to access the services of a Registered Body to submit the check on the applicant’s behalf.

The employer or Registered Body must provide the candidate with a DBS application form to complete and return to them, along with documents proving their identity. This form will then be submitted to DBS. Once the check is complete, the applicant will be issued with a certificate, although you must still check this certificate to ensure that it is genuine.

 

What is the DBS Update Service?

 

The DBS Update Service allows employees to keep their standard and enhanced DBS certificates up-to-date. If an employee is registered with this service, as their employer you can instantly check the status of their certificate online and free-of-charge without requesting a new DBS check, as long as you have the individual’s consent to do so.

This also means that when recruiting a new employee, rather than requesting a renewal, you can use the update service to see if anything has changed since their last certificate was issued. However, you must check the applicant’s identity matches the details against their original certificate, and only carry out a status check where the role is within the same workforce (for enhanced checks), and requiring the same type and level of certificate.

You must also be legally entitled to request that the applicant disclose their full criminal history, including spent convictions. This is referred to as ‘an exempted question’. An exempted question would be applicable where the individual will be working in one of a number of specific occupations, for certain licenses and specified positions covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

To register for the update service, the applicant must do so within 30 days of the date of issue printed on their certificate at the latest and pay an annual subscription of £13, although there is no charge for volunteers. The update service is also currently not available for basic checks.

 

Legal obligations for handling DBS certificates

 

Employers have specific legal obligations when it comes to managing DBS certificates to ensure compliance with safeguarding laws and data protection regulations. A DBS certificate contains sensitive personal information, and it must be handled with care to protect the privacy of the individual and to prevent any misuse.

Under the DBS Code of Practice, the information revealed by a DBS check must only be used for the specific purpose for which the check was requested. Employers are not permitted to use the certificate for any other purpose, even if the information might seem relevant to another role or decision. This rule is designed to maintain the integrity of the DBS process and to ensure that information is used appropriately and fairly.

Once a recruitment decision has been made, the DBS certificate should be securely destroyed after a suitable retention period. The standard recommendation is that certificates are retained for no longer than six months. This period allows employers to address any disputes or queries that might arise while ensuring that sensitive information is not held unnecessarily. Destroying the certificate in a timely manner also helps to comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, which set out strict requirements for handling personal data.

While the physical certificate should be destroyed, employers are permitted to keep a record of certain basic details for reference. These details might include the date of the check, the level of the check requested, and the unique certificate number. Such records can be useful for audit purposes or to demonstrate compliance with safeguarding requirements, but they must not include any specific information disclosed on the certificate itself.

Organisations are encouraged to establish clear policies for managing DBS certificates to ensure consistency and legal compliance. Staff responsible for handling DBS information should receive appropriate training to understand their obligations under the law and the importance of safeguarding sensitive data. By following these guidelines, employers can maintain trust with their workforce, uphold legal standards, and contribute to a safe and secure working environment.

 

What are the different kinds of DBS checks?

 

The type of check you should carry out before recruiting someone new into your organisation, or into a new role, will depend on what job role they will be undertaking and the level of disclosure required for that position:

 

• The basic check will show unspent convictions and conditional cautions. Employers from any sector can ask for a basic check of a candidates’ criminal record to help them decide if that person is fit for employment, or continues to be fit for employment.
• The standard check will show any spent and unspent convictions, cautions, reprimands and warnings held on the Police National Computer (PNC). This type of in-depth background check is required to verify if a candidate is suitable to hire for work in a specific industry.
• The enhanced check will show the same details as the standard check, plus any information held by local police forces that is considered relevant to the role. This type of check is suitable for people working with children or vulnerable adults.
• The enhanced check with barred lists will show the same PNC information and check of information held by police forces as an enhanced level check, but will also check against the children’s and/or adult’s barred lists to see whether an individual is prevented by law from working with vulnerable people such as children, the elderly, ill or disabled.

 

 

What will a DBS certificate status check show?

 

After viewing the original DBS certificate, if you are legally entitled to carry out a status check for either a prospective or existing employee and have the individual’s consent, go to the Update Service on the CRB website. The outcome of a valid status check will be one of the following:

 

• The certificate did not reveal any information and remains current as no further information has been identified since its issue: this means that the individual’s certificate contained no criminality or barring information when issued and no new information has been found since its issue, so can be accepted as being still current and valid.
• The certificate remains current as no further information has been identified since its issue: this means that the individual’s certificate did contain criminality or barring information, but no new information has been found since its issue and can therefore be accepted as being still current and valid.
• The certificate is no longer current. Please apply for 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 has come to light since its issue, and you should request a new DBS check.

 

Where an employee has not subscribed to this service, where the certificate is no longer current, or where you require a basic check renewal or a different level of check for the role for which you are recruiting, a fresh application for a DBS check will need to be made.

 

 

What documents are needed for a DBS check or renewal?

 

The documents that an applicant will need to provide for a DBS check will depend on the level of check required. To apply, or re-apply, for a basic check the applicant will need the following:

 

• All their addresses for the last 5 years and the dates they lived there
• Their National Insurance number
• Their passport, or one other form of photo ID
• Their driving licence, or one other proof of address

 

For a standard or enhanced DBS check, the applicant’s identity must be verified by a registered employer or other Registered Body following a 3-route identity checking process to validate the name, date of birth and current address provided in the application form.

DBS check documents usually include identification, such as a valid passport or driving licence, along with two additional documents. One of these additional documents must show proof of address. Other documents may be acceptable if the individual does not have a passport or driving licence.

 

How long does DBS check processing take?

 

A basic or standard DBS check usually takes just a few days to process. An enhanced check can take much longer, in some cases up to several weeks, especially if any of the information submitted for the check is incorrect or several police forces need to be involved in an enhanced level check.

Employers in the adult care sector can apply to use the DBS Adult First service. This will confirm, usually within 2 days, if the applicant can start work, albeit under supervision, or whether you must wait for the results of an enhanced check.

This service, however, is only available to organisations permitted to access the DBS’s adult barred list and who have requested a check of the barred lists on the application form. It is not appropriate where an individual will be working with both children and adults. DBS Adult First checks should also be used only in exceptional circumstances and when absolutely necessary, and would not be a substitute for a full DBS certificate.

 

What are the stages of the DBS check?

 

Depending on the level of check requested, there can be up to the following five stages involved in processing the check:

DBS receives the completed application form, which is then validated by DBS.

A search of the Police National Computer database (PNC) is performed, where key data from the application form will be compared against details from the PNC to search for any matches.

The information on the application is checked against the children and adults’ barred lists, if requested:

 

• The application is sent to the police for an additional check of records before the information is sent back to the DBS.
• The DBS check process is complete, and the certificate is printed and posted.
• The progress of a basic check can be tracked by either the applicant, their employer and Responsible Organisations by using the DBS online account tracking service.
• DBS also provides a free online tracking service that allows you to track the progress of standard or enhanced types of application. This allows the user to check the progress of the application if an application had to be returned due to errors and if the results of the criminal record check have been dispatched.

 

 

How can delays be avoided with DBS checks?

 

There are various reasons that might result in delays in processing a DBS check, one of the most common being that there are errors and omissions in the application form. This could be, for example, that previous names and addresses have not been disclosed by the applicant, or where there are several fields left blank or the writing is illegible.

By thoroughly checking an application before it is submitted to DBS, either directly by the hiring organisation or a Registered Body, you can help to minimise any errors.

An enhanced check will also commonly be slowed down at stage 4 of the process if the application needs to be forwarded to multiple police forces because the applicant has moved area several times within the previous 5 years. In some cases, even where there is only one local police force in receipt of the application, any internal backlog with them due to staffing issues can also cause delays. In such instances, it may be possible to escalate an application where it has been held in stage 4 of the process for over 60 days.

If your organisation will require checks on a rolling basis, it is always best to encourage your employees to subscribe to the DBS Update Service so that checks can be made instantly online, as and when required in accordance with any DBS policy in place.

 

Need assistance?

 

DavidsonMorris offers a provides a comprehensive pre-employment check service for employers, combining DBS and Right to Work checks into an effective onboarding due diligence solution.

We also advise on legal issues relating to DBS checks, including guidance on the position in relation to ex-offenders and as UK immigration specialists, we can advise on the use of background checks when recruiting and onboarding foreign nationals.

For help and advice on reducing recruitment risks through DBS checks, please contact us.

 

How long does a DBS last? FAQs

 

Does a DBS check have an expiry date?
No, DBS checks do not have an official expiry date. The information provided on a DBS certificate is accurate only at the time it was issued, and it is the employer’s responsibility to decide when a new check is required.

How often should a DBS check be renewed?

There is no legal requirement for how often a DBS check should be renewed in most cases. Many organisations adopt a best practice of renewing checks every three years, particularly in safeguarding roles. In some sectors, regular renewals may be required by law or regulatory guidelines.

 

Can I use my DBS check for more than one job?

In some cases, a DBS check may be transferable between roles if the type of check and level required are identical. However, many employers prefer to request a new check to ensure they have the most up-to-date information. Using the DBS Update Service can make it easier to transfer checks between jobs.

 

What is the DBS Update Service, and how does it work?

The DBS Update Service is an online subscription service that allows individuals to keep their DBS certificates up to date and employers to check their status online. To use the service, individuals must register within 30 days of their DBS certificate being issued and pay an annual subscription fee.

 

Do I need a new DBS check if I change jobs?

A new DBS check is often recommended when changing jobs, especially if the new employer has different safeguarding policies or requires a higher level of check. Employers may also prefer to conduct their own checks for accountability and compliance.

 

What happens if my DBS check is out of date?

While a DBS check does not expire, an out-of-date certificate may not reflect current information. Employers may require a new check if the certificate is no longer considered reliable for their safeguarding needs.

 

How long can an employer keep my DBS certificate?

Employers should only retain a DBS certificate for as long as necessary to make a recruitment decision or address any disputes. The DBS Code of Practice recommends destroying certificates within six months, while retaining minimal records such as the certificate number and date for reference.

 

Do volunteers need to renew their DBS checks?

Volunteers in regulated activities typically require a DBS check, and some organisations may request periodic renewals to ensure continued safeguarding compliance. The decision on frequency is usually at the discretion of the organisation, unless specific regulations apply.

 

Can I get a DBS check for myself?

Individuals cannot apply for standard or enhanced DBS checks directly. These checks must be requested by an employer or organisation. However, individuals can apply for a basic DBS check directly through the government website if needed for personal use or employment purposes.

 

Is there a legal requirement to renew a DBS check every three years?

There is no universal legal requirement for a three-year renewal. However, this timeframe is commonly adopted as best practice in sectors where safeguarding is a priority, such as education or healthcare. Certain roles may have specific legal or regulatory renewal requirements.

 

Glossary

 

 

Term	Definition
DBS (Disclosure and Barring Service)	A government organisation in England and Wales responsible for processing criminal record checks for individuals in certain roles.
DBS Check	A background check conducted by the DBS to assess an individual’s criminal record and suitability for specific roles.
Basic DBS Check	The lowest level of DBS check, showing unspent convictions and cautions.
Standard DBS Check	A more detailed DBS check, including both spent and unspent convictions, cautions, reprimands, and final warnings.
Enhanced DBS Check	The highest level of DBS check, including everything in a standard check, plus any relevant information held by local police.
Regulated Activity	Work involving close and unsupervised contact with vulnerable groups, such as children or adults in need of care.
Safeguarding	Measures and practices designed to protect children and vulnerable adults from harm, abuse, and neglect.
DBS Certificate	A document issued following a DBS check that outlines the findings, including any relevant criminal record information.
DBS Update Service	An online subscription service that allows individuals to keep their DBS certificates up to date and employers to check the status.
GDPR (General Data Protection Regulation)	UK and EU law governing the handling and protection of personal data, ensuring privacy and security.
Data Protection Act 2018	UK legislation that supplements GDPR and sets out how personal data must be managed and protected.
Retention Period	The amount of time an employer is allowed to keep a DBS certificate, usually no longer than six months.
Safeguarding Vulnerable Groups Act 2006	Legislation that defines regulated activities and provides legal guidelines for protecting vulnerable groups.
Spent Convictions	Criminal convictions that, after a certain period, are considered rehabilitated under the Rehabilitation of Offenders Act 1974.
Unspent Convictions	Criminal convictions that have not yet reached the rehabilitation period and must be disclosed on a DBS check.
Employer	An organisation or individual responsible for hiring employees and ensuring compliance with safeguarding requirements.
Volunteer	A person who performs work or duties without receiving payment, often requiring a DBS check for regulated activities.