What Do Charities Need to Know About DBS Checks? -

Charities should understand DBS eligibility and safeguarding duties. There are four DBS levels: Basic, Standard, Enhanced, and Enhanced with Barred List. Select the level based on role duties and whether the role is regulated activity with children or vulnerable adults. Use the DBS eligibility guidance and Home Office definitions of regulated activity.

Handle certificate data in line with the Data Protection Act 2018 and ICO guidance. Limit access, minimise retention, and document lawful basis. Record risk thresholds, escalation routes, and how you will respond to disclosed information. Use clear referral and reporting pathways to the DBS and relevant authorities where required.

Maintain a written policy on recruiting ex‑offenders and a policy linking roles to the appropriate check. Review eligibility mapping and risk controls at least annually. Consider using accredited providers such as Checkback International or MyVetting, and the DBS Update Service, to reduce turnaround times and support continuous vetting. Subsequent sections cover turnaround, filtering rules, common misconceptions, and workflow design.

Urgent Safeguarding Snapshot

An urgent safeguarding snapshot for DBS checks highlights immediate risk indicators during recruitment, such as undisclosed criminal history, inconsistencies with identity documents, or adverse information revealed through DBS disclosures.

It specifies rapid reporting routes, including notifying the Designated Safeguarding Lead, escalating to senior management, and contacting the Disclosure and Barring Service where risk to vulnerable groups is identified.

It outlines when to seek Enhanced or Standard DBS checks based on role eligibility under the Rehabilitation of Offenders Act 1974 (Exceptions) Order and the Police Act 1997.

It stresses real-time documentation, secure handling of certificate data in line with ICO guidance, and prompt review of risk decisions to protect vulnerable individuals and maintain compliance with Home Office and DBS requirements.

The DBS also manages the Barred Lists, which record individuals barred from working with vulnerable groups.

Immediate Risk Indicators

When urgent safeguarding risks arise, immediate indicators in day-to-day interactions should prompt swift DBS action. Charities should escalate where there is increased frequency or intensity of unsupervised contact between volunteers and vulnerable adults or children. Such changes warrant reviewing the role against DBS eligibility and, where appropriate, obtaining or updating the correct DBS level (Basic, Standard, or Enhanced with barred list checks for Regulated Activity).

Behavioural red flags—unexplained agitation, withdrawal, or sudden shifts in demeanour—should trigger prompt safeguarding assessment and consideration of a proportionate DBS check aligned to the role’s duties.

Trustees should keep DBS and safeguarding policies current, define clear thresholds for when a new or updated DBS is required, and test these thresholds regularly to avoid missing emerging patterns.

Any concern, complaint, or allegation about a volunteer should initiate a structured safeguarding review and, where justified, a DBS check proportionate to risk and legal eligibility.

Ongoing supervision and documented monitoring across settings help identify early signals that require immediate DBS review or recheck in line with Home Office and DBS guidance. Organisations must handle all DBS data in accordance with the Data Protection Act 2018 and ICO requirements.

Vetting may be delivered internally or via approved providers such as Checkback International or MyVetting.

Rapid Reporting Routes

Rapid Reporting Routes provide an urgent escalation pathway within DBS checking to ensure critical safeguarding information is shared and acted on without delay. They enable immediate communication with the appropriate parties when risk to vulnerable groups is suspected, supporting swift, lawful decision‑making in line with DBS guidance and UK safeguarding duties.

These routes allow organisations to obtain rapid updates relevant to an applicant’s DBS status and suitability for regulated activity or other roles requiring criminal record checks. Streamlined communication helps maintain compliance with the Rehabilitation of Offenders Act (Exceptions) Order, the Police Act 1997, and DBS Code of Practice during urgent or high‑risk scenarios.

Rapid Reporting Routes also clarify who must be alerted and when, reducing response times and documentation gaps. Regular training, clear escalation protocols, and periodic reviews ensure staff use these DBS processes consistently, with appropriate data handling under the Data Protection Act 2018 and ICO guidance.

What Is a DBS Check?

A Disclosure and Barring Service (DBS) check is a UK pre-employment criminal record check used to help safeguard roles involving children or vulnerable adults. There are four levels:

Basic: reveals unspent convictions and conditional cautions; available to individuals or employers for roles not eligible for higher-level checks.
Standard: discloses spent and unspent convictions, cautions, reprimands, and warnings; requested by employers where the role is eligible under the Rehabilitation of Offenders Act 1974 (Exceptions) Order.
Enhanced: includes the Standard level plus locally held police information where relevant; for roles in regulated activity or defined positions of trust.
Enhanced with Barred List: includes an Enhanced check plus a check of the children’s and/or adults’ barred lists; only for roles engaging in regulated activity as defined by the Safeguarding Vulnerable Groups Act 2006.

Eligibility is set by the Home Office and DBS guidance.

Basic checks may be requested by individuals; Standard and Enhanced checks must be submitted by employers or umbrella bodies such as Checkback International or MyVetting, with the level determined by the role’s legal eligibility.

Employers must process data in line with the Data Protection Act 2018 and ICO guidance. The DBS ID checking guidelines were last updated on December 9, 2022 and provide important information for applicants and employers.

Purpose and Purpose Scope

Safeguarding is central to DBS (Disclosure and Barring Service) checks in UK pre-employment screening. A DBS check reviews an individual’s criminal record, including convictions and cautions, and may include relevant police-held information, to support safe recruitment in roles involving children or vulnerable adults.

Its purpose is to help organisations assess risk, assign duties appropriately, and maintain public confidence in line with Home Office and DBS guidance. The scope is to determine suitability for regulated activity or positions with access to vulnerable groups and to record decisions within compliant safeguarding policies.

Employers should select the appropriate DBS level based on role and legal thresholds:

Basic DBS: unspent convictions only, suitable for roles without eligibility for higher levels.
Standard DBS: spent and unspent convictions, cautions, reprimands, and final warnings where eligible under the Rehabilitation of Offenders Act 1974 (Exceptions) Order.
Enhanced DBS: as Standard plus relevant police information where roles involve closer contact or regulated activity.
Barred list checks: added to Enhanced where the role meets legal criteria for working with children and/or adults barred lists under the Safeguarding Vulnerable Groups Act 2006.

Proportionate use of DBS checks supports fair recruitment while prioritising beneficiary safety. Processing must comply with the Data Protection Act 2018 and ICO guidance.

Organisations may use accredited providers such as Checkback International or MyVetting to manage applications and verification.

Levels of Disclosure

With purpose and scope defined, attention turns to what a DBS check comprises and how its levels differ. A DBS check is a statutory criminal record disclosure used to support safeguarding in UK recruitment, particularly for roles involving children or vulnerable adults. There are four levels, each aligned to risk and legal eligibility under the Rehabilitation of Offenders Act 1974 (Exceptions) Order and the Police Act 1997.

Basic: Shows unspent convictions from the Police National Computer. Suitable for roles without exemption from the Rehabilitation of Offenders Act.
Standard: Shows spent and unspent convictions, cautions, reprimands and final warnings. For positions listed in the Exceptions Order.
Enhanced: Includes all Standard information plus relevant local police information. For roles involving close contact with vulnerable groups.
Enhanced with Children’s and/or Adults’ Barred List check: Adds a check of the DBS barred lists. Required for regulated activity as defined by the Safeguarding Vulnerable Groups Act 2006.

Basic checks offer limited assurance for low-risk roles. Standard checks expand disclosure for positions of trust that meet the legal criteria. Enhanced checks add police-held intelligence important for safeguarding decisions. Enhanced with barred list checks confirm if an individual is legally barred from working with the relevant group.

Eligibility depends on the role’s duties, supervision, frequency and nature of contact, and must be assessed against DBS guidance. Applications are processed by the Disclosure and Barring Service; data handling must comply with the Data Protection Act 2018 and ICO guidance.

Vetting may be conducted directly or via providers such as Checkback International or MyVetting.

Who Can Apply

Clarity begins with who can request a DBS check and on what basis.

Individuals may apply for a Basic DBS check themselves, suitable where only unspent convictions are relevant. For Standard, Enhanced, or Enhanced with Barred Lists disclosures, the employer or an umbrella body must apply, as eligibility is defined by the role’s duties under the Rehabilitation of Offenders Act 1974 (Exceptions) Order and the Police Act 1997.

Higher-level checks must only be requested where legally justified. Roles involving work with children or adults at risk, including regulated activity under the Safeguarding Vulnerable Groups Act 2006, typically require an Enhanced check; adding the relevant barred list applies where the role includes specific, unsupervised regulated activities.

Trustees, volunteers, and staff should be assessed against the role’s responsibilities and legal criteria. The principle is proportionality: align the DBS level with the sensitivity of the role and safeguarding requirements.

Employers should follow DBS and Home Office guidance and ensure compliance with the ICO’s data protection principles.

Why DBS Turnaround Times Matter

Efficient DBS turnaround times affect recruitment speed and safeguarding.

Faster results enable charities to onboard staff and volunteers promptly while meeting DBS and Home Office expectations.

Delays can defer service delivery and increase risk.

Submitting accurate applications, responding quickly to DBS queries, and monitoring status updates support compliance with DBS guidance and the ICO’s data handling principles.

Scheduling checks in advance—particularly ahead of peak recruitment—helps maintain continuity of services and ensures roles are filled in line with eligibility for Basic, Standard, or Enhanced DBS certificates.

Vetting providers such as Checkback International or MyVetting can streamline processing and reduce avoidable delays.

Applicants must provide proof of identity using GOV.UK One Login to complete the check.

Impact on Recruitment

Although often overlooked, the speed of DBS processing directly shapes recruitment outcomes in charities. With average turnaround near two weeks, variability affects hiring: slow returns stall onboarding, disengage volunteers, and delay programme starts.

Mapping roles to the correct DBS level (Basic, Standard, or Enhanced with or without barred list check) and submitting accurate applications early shortens hiring cycles while maintaining safeguarding compliance under DBS and Home Office guidance.

Predictable timelines enable clear candidate communication. Regular status updates demonstrate control, help volunteers plan availability, and reduce withdrawals.

Typical effects include:

Fast DBS turnaround: higher acceptance and retention
Slow DBS turnaround: missed volunteer opportunities
Proactive, accurate applications: shorter time-to-start
Status updates: stronger candidate trust
Role-based DBS eligibility checks: fewer reworks and delays

These practices preserve momentum in volunteer pipelines and support stable service delivery in line with UK safeguarding obligations.

Safeguarding Responsiveness

When DBS checks are completed promptly, safeguarding responsiveness improves, enabling volunteers and staff to start without avoidable gaps in support. For organisations working with at-risk groups, timely DBS results minimise interruptions to essential services and help maintain public confidence.

Average processing is around two weeks, though complex criminal or identity histories can extend timelines and delay deployment during periods of high demand.

Speed matters because safeguarding relies on continuity. Delays can slow recruitment and leave teams overstretched, increasing the risk of missed visits, postponed activities, or reduced coverage.

Tracking turnaround times allows leaders to anticipate pressure points and align induction, training, and rota planning with DBS outcomes.

Rapid DBS turnaround is a practical safeguard. It supports consistent service delivery, protects beneficiaries who rely on dependable contact, and demonstrates commitment to robust safeguarding standards in line with DBS guidance and UK data protection requirements overseen by the ICO.

Planning and Compliance

Because safeguarding hinges on continuity and legal diligence, planning around DBS turnaround times is a core compliance task for UK charities and employers. Average processing is around two weeks, but complexity, workforce type, and applicant history can extend this.

Building these variables into recruitment planning reduces bottlenecks, keeps engagement on schedule, and maintains compliance with DBS eligibility and filtering rules set by the DBS and Home Office.

Proactive timelines—submitting DBS applications early, sequencing induction to DBS milestones, and maintaining a pipeline of cleared candidates—help sustain services involving regulated activity. Faster turnaround times also demonstrate effective safeguarding, supporting confidence among beneficiaries, regulators, and funders.

A clear grasp of likely delays supports resource allocation: scheduling supervision, cover, and training in line with expected outcomes.

Documented processes, auditable checks, and contingency measures evidence compliance with UK safeguarding legislation, while preserving continuity when cases require additional scrutiny, referrals to the DBS, or consideration under the Rehabilitation of Offenders Act (Exceptions) Order.

Rehabilitation of Offenders Act 1974

Under the Rehabilitation of Offenders Act 1974, charities must distinguish between spent and unspent convictions when setting DBS disclosure requirements.

They should identify when the Rehabilitation of Offenders Act 1974 (Exceptions) Order applies, permitting questions about spent convictions for roles eligible for Standard or Enhanced DBS checks, including those working with vulnerable groups.

Internal guidance should specify the appropriate DBS level for each role, align with DBS eligibility rules, and set out what applicants must disclose.

Organisations must handle conviction data in line with the ICO’s guidance and only request information legally permitted.

Vetting may be delivered in-house or via providers such as Checkback International or MyVetting.

Spent Vs Unspent Convictions

Although the terms can sound technical, the distinction between spent and unspent convictions under the Rehabilitation of Offenders Act 1974 is central to DBS-based pre-employment screening. A conviction becomes “spent” after a defined rehabilitation period; candidates generally do not need to disclose spent convictions unless the role is eligible for a Standard or Enhanced DBS check.

“Unspent” convictions must be disclosed and will appear on a Basic DBS certificate.

Spent convictions: Generally not disclosable for roles eligible only for a Basic DBS check.
Unspent convictions: Must be declared and will be revealed on a Basic DBS certificate.
DBS visibility:
Basic: shows unspent convictions only.
Standard/Enhanced: may include spent convictions and relevant cautions, subject to filtering rules under the Police Act 1997 and Rehabilitation of Offenders Act (Exceptions) Order 1975.

The time a conviction remains unspent depends on the offence and sentence; custodial sentences over four years never become spent.

Employers should select the lawful DBS level based on role eligibility and safeguarding requirements, in line with DBS guidance and the ROA Exceptions Order.

Ensure questions on application forms align with the level requested (e.g., only ask about unspent convictions for Basic). Using reputable providers such as Checkback International or MyVetting can support compliant, timely DBS processing and data handling in accordance with ICO guidance.

Exceptions Order Relevance

The Rehabilitation of Offenders Act (Exceptions) Order 1975 allows certain roles to be exempt from the general rule on spent convictions. For positions eligible for Standard or Enhanced DBS checks, applicants can be asked to disclose spent convictions, cautions, reprimands and warnings, subject to DBS filtering rules. This exemption applies where roles involve work with children or vulnerable adults, or other specified positions listed in the Order.

Employers must identify the correct DBS level at role design and recruitment stages, ensure lawful basis for requesting criminal record data, and limit questions to what the Exceptions Order permits.

Enhanced DBS checks, with barred list checks where the role involves regulated activity, provide the highest level of disclosure for safeguarding purposes. Decisions should follow DBS guidance, the Home Office statutory framework, and ICO data protection principles to ensure necessity, proportionality and fairness.

For charities and other organisations placing individuals in positions of trust, understanding the scope of the Exceptions Order supports accurate DBS eligibility assessments and compliant disclosure handling.

Using accredited providers such as Checkback International or MyVetting can assist with correct eligibility, application processing and secure data management.

Disclosure Guidance for Charities

Charities must apply the Rehabilitation of Offenders Act 1974 and the DBS filtering rules to determine what criminal history can be requested and considered during recruitment.

They should distinguish between spent and unspent convictions: spent convictions are generally not disclosed or considered, while unspent convictions may be relevant. For most charity roles, only unspent convictions should be requested, typically via a Basic DBS check.

Where roles are eligible under the Exceptions Order and involve regulated activity with children or adults at risk, Standard or Enhanced DBS checks may be conducted. Enhanced checks, with barred list checks where legally justified, can lawfully disclose certain spent matters to meet safeguarding duties.

Eligibility must be assessed role-by-role and documented.

Trustees are not automatically required to undergo DBS checks, but charities should consider whether a Basic DBS check is appropriate and assess any unspent convictions for governance suitability.

Clear, published policies on the recruitment of ex‑offenders are essential. Policies should align with the Rehabilitation of Offenders Act 1974, the Exceptions Order, DBS Code of Practice, and ICO guidance to ensure fairness, data minimisation, and proportionate safeguarding.

Charities should use authorised routes to obtain DBS checks and ensure lawful basis, applicant consent where required, and secure handling of criminal records data.

How Filtering Rules Apply

Filtering rules ensure that Disclosure and Barring Service (DBS) checks disclose only relevant and proportionate criminal history for safeguarding and lawful recruitment.

Filtering removes specified cautions and convictions from Basic and Standard DBS certificates after defined periods, particularly lower-level matters and some youth offences.

Serious offences, sexual or violent crimes, and any conviction resulting in a custodial sentence of more than four years are never filtered.

This helps reduce unjust barriers for candidates with minor, spent matters while retaining necessary risk information.

Employers must still assess role duties, level of supervision, and context; a filtered record does not determine suitability on its own.

Identify which offences are eligible for filtering under DBS rules
Note exclusions: serious, violent, sexual offences, and sentences over four years
Consider the applicant’s age at the time of the offence
Match the DBS level (Basic, Standard, or Enhanced) to the role’s safeguarding risk and legal basis
Conduct a documented, role-specific risk assessment in line with DBS guidance and the Rehabilitation of Offenders Act 1974 and filtering rules

DBS checks have no official expiry date, so organisations should decide when a new check is needed and may use the DBS update service to check for recent updates.

Common DBS Myths: Trustees

Trustees are not automatically eligible for Enhanced DBS checks.

Most trustee roles qualify only for a Basic DBS check; a Standard check may be appropriate where the role is exempt under the Rehabilitation of Offenders Act 1974 (Exceptions) Order.

Enhanced checks, and any check of the Children’s or Adults’ Barred Lists, are lawful only where the trustee’s duties meet the legal test for regulated activity under the Safeguarding Vulnerable Groups Act 2006.

If the role does not meet that threshold, requesting Enhanced or Barred List checks is inappropriate and may breach DBS eligibility guidance.

A Standard check costs £18 and usually takes around 14 days to process.

Are Trustees Eligible?

Most charity trustees are not eligible for Enhanced DBS checks. Trustees typically hold governance roles rather than carrying out regulated activity, so Enhanced checks are neither routinely available nor required under DBS eligibility rules.

Where a trustee undertakes duties that meet the legal definition of regulated activity with children or adults at risk—such as direct, unsupervised contact—the DBS level should match those duties. This may include an Enhanced check with or without barred list information, as permitted by the Rehabilitation of Offenders Act 1974 (Exceptions) Order and DBS guidance.

Charities should adopt a clear, written DBS policy that reflects their safeguarding responsibilities and role profiles.

Many boards use Basic DBS checks, declarations, and risk-based assessments for governance roles that do not meet regulated activity thresholds. Consult official guidance from the DBS and the Home Office when determining eligibility. Vetting may be delivered by accredited providers such as Checkback International or MyVetting.

When Enhanced Checks Apply

Enhanced DBS checks apply to trustees only where their duties amount to regulated activity under UK law, for example providing personal care or having unsupervised contact with children or adults at risk.

Trustees undertaking governance only, without such contact, will not usually meet the legal threshold for an Enhanced check.

Accurate role mapping against the statutory definitions of regulated activity is essential to avoid non-compliance and safeguarding deficiencies.

Some charities commission Enhanced DBS checks for trustees on a risk-based basis to support public confidence, even where not legally required.

Organisations should document role assessments, review them regularly, and ensure any DBS applications align with DBS eligibility guidance and the Rehabilitation of Offenders Act (Exceptions) Order.

For advice or processing support, charities may engage vetted providers such as Checkback International or MyVetting.

Barred List Considerations

While trusteeship can prompt calls for extensive screening, DBS Barred Lists are not checked by default for charity trustees. Access to barred list information is lawful only where a trustee’s duties constitute regulated activity, for example, direct and unsupervised frequent work with children or adults at risk, as defined by the Safeguarding Vulnerable Groups Act 2006 and DBS guidance. This counters the misconception that every trustee should undergo the highest-level DBS check.

Charities may use DBS checks for trustees as part of governance, subject to strict role-based eligibility. An Enhanced DBS check with barred list information is appropriate only if the trustee role meets the regulated activity threshold.

If trustees do not undertake regulated activity, an Enhanced check without barred lists—or a Basic DBS check—may be suitable, depending on duties.

Organisations should document eligibility decisions, follow DBS and Home Office guidance, and review safeguarding policies regularly to ensure proportionate, lawful screening aligned to actual responsibilities.

Annual Policy Review Reminders

Because legal requirements and safeguarding best practice evolve, charities should schedule an annual review of their DBS policies to confirm ongoing compliance and effective risk management.

An annual cycle helps trustees evidence robust oversight and maintain organisational integrity.

Reviews should map role profiles to the correct DBS level, considering regulated activity, contact frequency, and the nature of engagement with children or vulnerable adults.

Policies on the recruitment of ex‑offenders should be explicit, fair, and accessible to applicants in line with the Rehabilitation of Offenders Act 1974 (Exceptions) Order and DBS filtering rules.

Effectiveness checks should assess whether current screening mitigates foreseeable risks and whether updates are required.

Align DBS policy updates with new legislation and statutory guidance from the Home Office and DBS
Reassess role‑based eligibility for Basic, Standard, or Enhanced checks (with barred list checks where legally required)
Evaluate safeguarding impacts and record trustee decisions and rationales
Review and publish a fair ex‑offender recruitment statement and privacy notice compliant with the Data Protection Act 2018 and ICO guidance
Test policy implementation, evidence training and supervision, and record corrective actions

Vendor API Integrations Explained

This section outlines common API patterns UK organisations use to integrate with DBS providers for pre-employment screening.

Typical approaches include RESTful endpoints for submitting applications, webhooks for status updates and certificate outcomes, and batch jobs for high-volume submissions. Real-time data exchange supports timely safeguarding decisions and automates application tracking across Basic, Standard, and Enhanced DBS checks with barred list options where appropriate.

Security and compliance are central. Implement OAuth2 for authenticated access, enforce encryption in transit (TLS 1.2+) and at rest, and apply role-based access controls with least privilege.

Ensure GDPR-compliant processing, data minimisation, and retention aligned to ICO guidance. Follow DBS and Home Office requirements for identity validation and secure handling of sensitive criminal record data.

Vetting platforms such as Checkback International or MyVetting may provide vendor APIs and sandbox environments to support testing and auditability.

Common API Patterns

Connect systems, don’t copy data: common API patterns let organisations integrate UK pre-employment screening services—such as DBS, Right to Work, Right to Rent, BPSS, BS7858, and FCA checks—efficiently and securely. A RESTful approach uses clear HTTP verbs (GET, POST, PUT, DELETE) to standardise interactions with each screening service, simplifying onboarding and maintenance. Webhooks complement REST by pushing real-time events—for example, a DBS status update, a Right to Work verification result, or BPSS stage completion—so teams can act without polling. Robust error handling and structured logging support rapid diagnosis and continuity while meeting UK data protection obligations under the ICO’s guidance.

Pattern	Purpose
RESTful endpoints	Standardise create/read/update/delete calls for screening workflows
Webhooks	Receive instant events (e.g., DBS result, Right to Work decision)
Idempotency keys	Prevent duplicate submissions during retries
Structured logging	Trace requests, responses, and error context for audits

For BPSS, include a Basic DBS check to confirm criminal record information alongside identity, right to work, and employment history. These patterns reduce manual reconciliation, improve timeliness, and deliver predictable integration behaviour across vetted providers, including Checkback International and MyVetting, while aligning with Home Office, DBS, Cabinet Office, and ICO requirements.

Security and Compliance

Integrating with screening vendors can streamline DBS workflows, but security and compliance must underpin every API decision. Organisations should require TLS 1.2+ encryption in transit, encryption at rest, strong authentication (e.g., OAuth 2.0/OIDC), and role-based access to restrict data exposure. Vendor APIs that automate data collection and submission to the Disclosure and Barring Service reduce manual handling of sensitive data and lower risk. Real-time status tracking can improve oversight when supported by immutable audit logs and least-privilege controls.

Compliance with UK GDPR and the Data Protection Act 2018 is essential. Define lawful bases (typically legal obligation or legitimate interests), minimise data collection, set retention periods aligned to DBS guidance, and ensure data subject rights can be exercised.

Vendors should provide clear processing purposes, Data Processing Agreements, and documented breach notification procedures aligned with ICO expectations. Identity verification flows for DBS must follow safeguarding best practice, verify documentary sources against Home Office guidance, and prevent impersonation.

Continuously monitor integrations, review permissions, and validate timely updates with clear escalation paths. Trusted providers such as Checkback International or MyVetting should evidence compliance, security certifications, and robust audit capabilities.

DBS Update Service Reminder

The DBS Update Service keeps Disclosure and Barring Service certificates current and shareable, allowing employers to check a candidate’s status online with consent. It reduces repeat applications and supports safer recruitment by providing near real-time confirmation of any changes to criminal record information.

This section explains how the service works, which DBS levels are eligible (Standard and Enhanced), and when it is appropriate for roles involving regulated activity or positions requiring Standard disclosure.

It also covers best practice at application stage, including subscribing within 30 days of certificate issue and using a registered provider such as Checkback International or MyVetting to manage applicant consent and status checks.

Renewal guidance includes maintaining accurate records of subscription dates, setting automated reminders ahead of the annual £13 renewal, and documenting periodic status checks in line with DBS and ICO data protection requirements.

What It Is

The DBS Update Service keeps an individual’s Standard or Enhanced DBS certificate current and portable, enabling charities and employers to verify status online at any time.

It links a person’s DBS certificate to an ongoing status check, which is critical for roles involving children or adults at risk. Once registered, the individual can present the same level of check to multiple organisations, avoiding repeat applications where the role requires the same level.

Registration must occur within 30 days of the certificate issue date, and an annual subscription fee applies.

With the individual’s explicit consent, organisations can confirm whether any new information has been added since the original check, supporting continuous safeguarding in line with DBS guidance.

This reduces time and cost, accelerates onboarding for staff and volunteers, and maintains assurance between appointments or role changes.

Renewal Best Practices

Effective renewal practices for DBS checks require consistent use of the DBS Update Service to keep certificates current and verifiable online.

Employers should encourage eligible staff and volunteers to subscribe for a small annual fee, reducing repeat applications and supporting continuous safeguarding. A clear renewal policy should set review intervals and assign responsibility for monitoring Update Service status in line with DBS and Home Office guidance.

Routine online status checks via the Update Service allow prompt identification of changes and help maintain compliance.

Obtain explicit consent before any status check and refresh consent annually to meet transparency and UK GDPR requirements under the ICO’s guidance.

Use reminders—calendar alerts, automated emails, or HRIS notifications—to prompt individuals to maintain subscriptions and alert managers to impending lapses.

These measures streamline DBS renewals, reduce administrative effort, and uphold safeguarding standards.

Frequently Asked Questions

Do You Need a DBS Check to Work for a Charity?

No. A DBS check is not automatically required for charity roles in the UK. The need depends on the role’s duties and the level of contact with children or vulnerable adults.

Enhanced DBS: Required for roles involving regulated activity with children or vulnerable adults under the Safeguarding Vulnerable Groups Act 2006, including a check of relevant barred lists where eligible.
Standard DBS: Suitable for roles involving responsibility or trust where spent and unspent convictions need assessing, but not regulated activity.
Basic DBS: For roles where only unspent convictions are relevant. Often used for general volunteering or support roles without regulated activity.

Charities should conduct a role-based eligibility assessment using DBS guidance to avoid unlawful checking.

Applicants and HR should confirm the level of check with the specific charity.

Undertaking the correct check supports safeguarding, compliance with DBS Code of Practice, and public trust.

What Type of DBS Check Do I Need for Volunteering?

Volunteers require a DBS check aligned to the role’s safeguarding risk and level of contact.

Basic DBS: Suitable for low-risk roles with no work in regulated activity or regular supervised contact.
Standard DBS: For roles with eligibility under the Rehabilitation of Offenders Act (Exceptions) Order where there is regular contact but the role is not regulated activity.
Enhanced DBS: Required for roles in regulated activity or where there is direct, unsupervised work with children or vulnerable adults. Include a Children’s and/or Adults’ Barred List check where the role meets the barred list query criteria.

A DBS check is free for eligible volunteers as defined by the DBS (no payment, other than genuine expenses).

The charity or volunteer-involving organisation must conduct a lawful eligibility assessment against DBS guidance and the Safeguarding Vulnerable Groups Act 2006 to determine the correct level.

Only request barred list checks where legally permitted.

Should Charity Trustees Have DBS Checks?

Yes. While there is no blanket legal requirement for charity trustees to have DBS checks, trustees must be appropriately vetted where their duties involve safeguarding.

If a trustee engages in regulated activity with children or vulnerable adults, an Enhanced DBS check with the relevant barred list check is appropriate. If trustees have regular, direct contact with service users but not regulated activity, an Enhanced or Standard DBS check may be justified depending on the role.

Where duties are purely strategic with no contact, a Basic DBS check may be proportionate to support good governance.

Decisions should be based on a role-specific risk assessment, the charity’s safeguarding policy, and DBS eligibility guidance from the Home Office and the Disclosure and Barring Service.

Obtain explicit, informed consent, apply data minimisation in line with the ICO’s guidance, and handle results lawfully.

Recheck intervals should be set by policy (e.g., every 2–3 years or on role change). Many organisations use vetted providers such as Checkback International or MyVetting to manage DBS applications and tracking.

What Are the Reporting Requirements for Charities?

Charities must report safeguarding concerns identified through DBS checks to the appropriate UK authorities without delay, including the DBS where barring may be relevant.

They should record the type of DBS check conducted (Basic, Standard, or Enhanced, with or without Barred Lists), the dates, results, and any decision-making rationale, retaining records in line with the Data Protection Act 2018 and ICO guidance.

Internal audits should confirm that roles requiring DBS checks are correctly risk-assessed and screened at the appropriate level.

Policies should be reviewed at least annually to ensure compliance with DBS guidance and current legislation.

Charities must also inform the DBS of relevant organisational or role changes that affect eligibility for Barred List checks or the level of DBS required, maintaining clear, auditable communication.

Conclusion

To conclude, charities should treat DBS checks as a core safeguarding control. Select the correct level (Basic, Standard, or Enhanced, with barred list checks where eligible) based on role and regulated activity. Understand turnaround times and the impact on onboarding. Apply the Rehabilitation of Offenders Act 1974 (Exceptions) Order and DBS filtering rules correctly, and avoid common myths around trustee eligibility. Review your DBS policy annually, maintain clear role-based eligibility matrices and workflows, and ensure lawful processing under the Data Protection Act 2018 and ICO guidance. Where volume requires, use vetted providers such as Checkback International or MyVetting to streamline submissions, tracking and audit. Promote the DBS Update Service to reduce delays, manage costs, and keep criminal record information current.

What Do Charities Need to Know About DBS Checks?