A DBS number is the unique 11‑digit identifier printed on a Disclosure and Barring Service certificate. It ties the disclosure to the named applicant and the issue date, and is used by employers to confirm authenticity via the DBS Update Service. Each new DBS check produces a different number; it does not disclose the applicant’s full criminal history. The number supports audit trails, aligns with Police National Computer (PNC) records, and informs renewal policies in safeguarding contexts. Employers should record the DBS number, issue date, and check type (Basic, Standard, or Enhanced), and follow ICO guidance on data minimisation and retention. Verification steps and filtering rules are set by the DBS under UK legislation.
012 DBS Overhaul Context
The 2012 reforms replaced the CRB with the Disclosure and Barring Service (DBS) to streamline criminal record checking and strengthen safeguarding.
The DBS clarified check levels (Basic, Standard, Enhanced, and Enhanced with Barred Lists), standardised application and disclosure processes, and tightened identity verification in line with Home Office and DBS guidance.
As digital systems matured, certificate numbers and status became easier for employers to record and verify, supporting lawful retention and rechecking practices under ICO guidance.
This improved portability and efficiency for repeat checks, while maintaining appropriate safeguards for roles requiring higher-level disclosures.
The DBS also introduced the DBS Update Service to improve portability and rechecking of certificates.
Purpose of 012 Reforms
The 2012 reforms to the Disclosure and Barring Service (DBS) aimed to deliver proportionate, lawful disclosure that protects the public while supporting rehabilitation. They refined filtering rules and the treatment of spent convictions so minor or historic offences are not routinely disclosed, aligning with the Rehabilitation of Offenders Act 1974 (Exceptions) Order.
This helped employers access relevant information for safeguarding without unduly penalising applicants.
The reforms also clarified eligibility for Basic, Standard, and Enhanced DBS checks so roles are matched to the correct level under DBS and Home Office guidance. This improved consistency for recruiters and reduced inappropriate requests.
Process improvements shortened turnaround times and reduced backlogs, supporting efficient, compliant pre-employment screening.
Impact on DBS Numbers
Following the 2012 update, DBS numbers became central to UK pre-employment screening by uniquely linking each criminal record check to an individual across roles and update services. As a unique identifier issued by the Disclosure and Barring Service, the DBS number supports consistent tracking of criminal history during recruitment and reassessment.
This reduces administrative delays and strengthens safeguarding for children and vulnerable adults by improving accuracy, confidentiality, and auditability.
- Format: Alphanumeric — Distinguishes individual checks
- Security: Enhanced controls — Protects sensitive criminal record data
- Efficiency: Streamlined verification — Enables faster hiring decisions
- Safeguarding: Ongoing update service — Improves risk visibility
The standardised number helps employers and regulators verify results and minimise errors in line with DBS guidance and ICO data protection principles. Integrated DBS services link renewals and role changes to the same identifier, maintaining continuity and evidencing due diligence.
What Is a DBS Number?
A DBS number is the unique identifier printed on a Disclosure and Barring Service (DBS) certificate.
It links that specific criminal record check to the named individual and the date of issue. Employers and regulated organisations use the number to verify the certificate’s authenticity and details, typically via the DBS Update Service where applicable.
A new DBS number is generated for each completed check, allowing separate results to be tracked and referenced independently. This number is distinct from any online account or profile identifiers and should be handled in line with UK data protection requirements set by the ICO. The DBS also maintains the Barred Lists, which can be recorded on a certificate and affect eligibility for certain roles.
Definition and Purpose
The DBS number is the unique identifier printed on a DBS certificate issued by the Disclosure and Barring Service. It relates to a single criminal record check and its certificate, enabling precise verification of the disclosed information for safeguarding in recruitment.
Employers and registered bodies use the DBS number to confirm authenticity, track the application’s progress, and ensure the correct matching of an individual to their result. This supports compliant hiring for roles involving work with children or vulnerable adults under UK safeguarding legislation.
A DBS number differs from a DBS online account or profile reference. The DBS number changes with each new check because it is tied to a specific certificate. This maintains clear, auditable records and reduces errors in pre-employment screening.
Where It’s Used
A DBS number is used whenever a Disclosure and Barring Service certificate needs to be verified or referenced during UK pre-employment screening. It appears on the issued DBS certificate and serves as the unique identifier for that result.
Employers use the DBS number to confirm completion of the check and to match the certificate to the candidate without disclosing unnecessary personal data.
Typical use is during recruitment, onboarding, role changes, and periodic rechecks for positions requiring safeguarding, such as education, healthcare, social care, and regulated activity.
HR and safeguarding teams record the DBS number in secure HR or compliance systems to evidence due diligence and support audits. This identifier applies to the specific DBS certificate issued and is distinct from any online account or profile reference.
How It’s Issued
Beyond where it is used, the DBS certificate number is generated during the Disclosure and Barring Service checking process and uniquely ties to one issued certificate. It functions as a unique identifier created when a DBS check is completed, linking specifically to the resulting certificate.
It is issued after identity and eligibility verification steps conclude, enabling individuals and employers to reference the check without exposing sensitive criminal record details. The format is a sequence of numbers that ensures distinct identification for each DBS certificate.
Employers use the DBS certificate number to confirm authenticity directly with the DBS update service or via official verification channels, a key control within safeguarding for roles eligible for DBS checks.
Individuals may cite their DBS certificate number to track status or raise enquiries about verification outcomes, ensuring clarity and traceability throughout the check lifecycle.
Why Certificate Numbers Matter
Certificate numbers provide a reliable anchor for verification and audit trails in UK pre-employment screening. For DBS certificates, the number links each disclosure to an identifiable record, supporting safeguarding decisions and enabling lawful rechecks without exposing protected data.
For BPSS, the certificate number on the Basic DBS check helps confirm criminality results within the Cabinet Office baseline standard.
For BS7858, certificate numbers from criminality and identity checks help demonstrate compliance across the screening file.
For Right to Work and Right to Rent, reference numbers from Home Office online checks or share codes allow fast revalidation while maintaining data minimisation.
For FCA-related checks, certificate or reference numbers tie fitness and propriety evidence to specific candidates.
Across all regimes, certificate numbers reduce identity confusion, distinguish multiple checks for the same individual, and enable efficient re-verification by HR or compliance teams, including those using Checkback International or MyVetting. Additionally, employers should note that standard and enhanced DBS checks have set fees (standard £18; enhanced £38), while volunteer checks are free.
Verification and Audit Trails
The DBS certificate number uniquely ties to a specific DBS certificate and underpins verification and audit across pre-employment safeguarding checks. As a unique identifier, it links directly to an individual’s DBS result, enabling precise, unambiguous verification. Issued per check and composed of letters and numbers, the DBS certificate number supports secure matching between the online result and the physical or digital certificate.
Employers and registered bodies use this reference to confirm issue date, status, and any updates via the DBS Update Service, demonstrate compliance with the Rehabilitation of Offenders Act 1974 (Exceptions) Order and relevant safeguarding guidance, and retrieve certificate details efficiently.
Preventing Identity Confusion
Building on its role in verification and audit, the DBS certificate number also prevents identity confusion by tying each disclosure to a single, identifiable result. As a unique identifier issued by the Disclosure and Barring Service, it distinguishes between multiple DBS checks for the same individual and enables employers to verify authenticity via the DBS Update Service or direct certificate inspection, rather than relying on names or dates of birth.
It is distinct from a DBS Profile Number, which relates to account access, not a specific disclosure. Referencing the correct certificate number links hiring and safeguarding decisions to the precise DBS level and content.
- Distinguish multiple checks: Avoids mixing results across roles or dates.
- Verify authenticity: Confirms a legitimate DBS certificate.
- Reduce identity confusion: Separates individuals with similar personal details.
- Anchor decisions to evidence: Ties decisions to one verified document.
- Maintain accurate records: Supports clear, auditable compliance histories.
Faster Recheck Processing
Using the DBS certificate number accelerates pre-employment rechecks by providing an exact reference to a previous disclosure. As a unique identifier for a specific DBS check, it allows revalidation without rebuilding the application.
Each subsequent check issues a new number, enabling employers to track individual results while maintaining continuity with prior disclosures.
When renewing, supplying the DBS certificate number supports faster verification, clearer audit trails, and reduced administration.
Employers can confirm status, validate recheck intervals aligned to safeguarding policies, and evidence compliance with DBS and Home Office guidance.
By referencing the existing certificate, they focus on any changes since the last check, expedite decision-making, and document adherence to internal procedures and ICO record-keeping expectations.
The result is quicker processing with greater accuracy and accountability.
Rehabilitation of Offenders Act 1974
This section explains how the Rehabilitation of Offenders Act 1974 defines spent and unspent convictions and the impact on DBS pre-employment checks.
It sets out the statutory rehabilitation periods after which certain convictions become spent and are not disclosed on a Basic DBS certificate.
It also explains that Standard and Enhanced DBS certificates disclose unspent convictions and, subject to filtering rules, certain spent convictions and cautions where the Exceptions Order to the ROA applies.
It notes recent legislative changes that shortened rehabilitation periods and expanded filtering, while highlighting that Enhanced checks may also include approved police intelligence where relevant to the role.
Spent Vs Unspent Convictions
Under the Rehabilitation of Offenders Act 1974, the distinction between unspent and spent convictions is central to DBS disclosure.
Unspent convictions are always disclosed on Basic, Standard, and Enhanced DBS certificates.
Spent convictions are generally not disclosed, except where filtering rules or the level of check permit disclosure for safeguarding purposes.
Rehabilitation periods depend on the sentence imposed and typically range from several years for most adult disposals; custodial sentences over four years are never spent.
Employers must apply DBS eligibility guidance correctly, observe filtering rules, and handle criminal record data lawfully under the Data Protection Act 2018 and ICO guidance.
Selection decisions should be proportionate, job-relevant, and consistent with disclosure obtained via the appropriate DBS level.
Exceptions Order Roles
Gatekeeper roles fall within the Exceptions Order to the Rehabilitation of Offenders Act 1974, enabling broader criminal record disclosure where safeguarding is required.
For these DBS-relevant positions—commonly involving work with children or vulnerable adults, and certain regulated professions in healthcare, education, and law enforcement—employers may lawfully request spent and unspent convictions via Standard or Enhanced DBS checks.
Where eligible, Enhanced checks may include a check of the barred lists.
Understanding the Exceptions Order helps employers determine eligibility for Standard or Enhanced DBS checks, apply the correct level, and interpret results lawfully.
It supports compliance with the DBS Code of Practice, the Home Office framework, and ICO guidance by ensuring disclosures are necessary, proportionate, and handled securely for roles of trust and care.
Disclosure Periods Explained
Although criminal records can follow a person for years, the Rehabilitation of Offenders Act 1974 sets defined disclosure periods after which many convictions become spent and no longer need to be revealed in most recruitment contexts.
Disclosure periods vary by disposal and sentence length. For example, a custodial sentence under six months typically becomes spent after two years, while sentences over four years never become spent.
This framework underpins DBS filtering and helps ensure proportionate disclosure. Employers must follow the statutory timelines and the DBS Code of Practice, requesting only what is legally permitted and handling data in line with ICO guidance.
For roles eligible for Standard or Enhanced DBS checks, including those working with children or vulnerable adults, both unspent convictions and certain spent convictions may be disclosed in line with the Exceptions Order to the Rehabilitation of Offenders Act 1974.
Enhanced checks can also include relevant police information where applicable.
How Stage 4 Works
Often the most time-consuming part of a DBS check, Stage 4 involves a detailed search of local police records to identify any additional, relevant information about the applicant.
Within the DBS process, local police forces review their systems to locate information that may affect the DBS certificate.
Progress can slow at this stage, as timing depends on each force’s workload and the complexity of the checks.
- Local police may cross-reference multiple databases and case notes to ensure accuracy.
- If significant information is identified, Stage 4 can extend, delaying the final DBS certificate.
- After 60 days in Stage 4, applicants may request an escalation via the DBS.
Completion of Stage 4 is critical.
Accurate police responses uphold the integrity of disclosures, enabling employers to make informed, safeguarding-led decisions in line with UK law and DBS guidance.
Common Myths About 11-Digit DBS
Many assume the 11‑digit DBS reference is a permanent identifier, but it changes with each new DBS certificate.
Some mistake it for a personal profile or account number; it only identifies a specific DBS certificate issued by the Disclosure and Barring Service.
It is not an access key and does not allow viewing personal data or results.
Employers and regulated bodies may use it solely to verify a certificate’s validity through official DBS update or verification processes.
You can apply for a basic DBS check using GOV.UK One Login during the service hours (8am to 11:30pm).
Not a Lifetime ID
Despite its 11 digits and official appearance, a DBS certificate number is not a lifetime identifier. It is unique to a single DBS certificate and will change with each new check. It confirms that a particular DBS check was completed on a specific date only.
Each DBS certificate number applies solely to the certificate issued for that check and will differ from any previous or future certificates. It does not provide a complete view of an individual’s criminal record, nor does it indicate ongoing suitability for work with children or vulnerable adults.
Treating it as a permanent ID can create false assurance and may lead to non-compliance with safeguarding policies and DBS Code of Practice requirements. Employers should request fresh DBS checks when roles, duties, or risk profiles change, and should use the DBS Update Service where appropriate to verify current status.
For support with DBS processing and verification, organisations may engage Checkback International or MyVetting.
Different From Profile Number
Clarity begins by separating two similar identifiers used in DBS screening: the 11‑digit DBS Certificate Number tied to a single completed check, and the DBS Online Account Profile Number linked to an individual’s DBS online account.
The Certificate Number uniquely identifies a specific DBS check result and is used by employers to verify that certificate. By contrast, the Profile Number is created once for the individual’s online account and remains constant, used to manage DBS applications and services.
Confusion arises when these are treated as interchangeable. They are not. The Certificate Number evidences a particular disclosure; the Profile Number supports ongoing account management.
Understanding this distinction improves audit trails, prevents misfiling, and ensures the correct reference is provided when employers or registered bodies request verification in line with DBS guidance and UK data protection requirements.
Code Isn’T Universal
Although the 11-digit DBS certificate number may look like a personal code, it is not a lifelong identifier. It is unique to a single DBS certificate and relates only to that specific check at the time of issue.
When an individual undergoes a new DBS check, a new certificate number is generated.
Do not confuse the DBS certificate number with the DBS online account or Update Service details. The certificate number references one certificate only, whereas account credentials manage applications and subscription status.
The numbering appears random but follows an internal structure used by the Disclosure and Barring Service to ensure integrity and prevent duplication.
As a result, an individual may hold multiple DBS certificate numbers over time, each reflecting a separate check and outcome under UK safeguarding legislation.
Verify Against PNC Reference
When a DBS certificate is issued, its unique certificate number links the document to the Police National Computer (PNC) reference used during vetting, enabling precise verification against official police records. This ensures that the criminal record information reported aligns with the correct individual and search.
- The PNC holds records of convictions and cautions; cross-referencing applicant identifiers confirms whether relevant entries exist.
- The DBS certificate number ties the issued result to the original PNC reference, allowing validation of certificate details against the source.
- Certificate outcomes indicate spent and unspent convictions in line with the Rehabilitation of Offenders Act 1974 (Exceptions) Order, supporting lawful, auditable hiring decisions.
Employers and Registered Bodies should verify certificates through the DBS Update Service where applicable and handle data in accordance with the Data Protection Act 2018 and ICO guidance.
Audit Trails for Compliance
Audit trails provide traceability and accountability for DBS checks by recording who initiated each application, when identity and workforce eligibility were verified, and every status change through to disclosure outcome.
They also document evidence retention and destruction schedules, ensuring records are kept only for the required period and can be produced for ICO, DBS, or Home Office queries and dispute resolution.
Scheduled reviews of audit logs support adherence to the DBS Code of Practice, GDPR, and data minimisation principles, reducing compliance risk and demonstrating robust governance.
Traceability and Accountability
The DBS certificate number provides a reliable reference point for traceability and accountability throughout pre-employment vetting. As a unique identifier on each certificate, it links directly to the check outcome, allowing employers to verify completion, level (Basic, Standard, or Enhanced), and disclosure status with precision.
This supports audit readiness by ensuring each check can be located, evidenced, and matched to the relevant role and risk level. Employers should record the DBS number and issue date in internal systems to demonstrate due diligence, meet Home Office and DBS guidance, and evidence compliance during audits or ICO enquiries.
Maintaining this linkage enables consistent tracking across recruitment stages, renewals, and role changes, and helps confirm that repeat checks are performed on the correct individual.
Where third-party providers such as Checkback International or MyVetting are used, referencing the DBS number ensures clear reconciliation between internal records and supplier reports.
Evidence Preservation Steps
Robust evidence preservation for DBS checks relies on structured, tamper-evident audit trails across the end-to-end safeguarding lifecycle.
Establish a documented process that records and timestamps every submission, amendment, referral, decision, and outcome for each DBS application.
Capture the user ID of the individual who made each change, together with management notes explaining the rationale, to evidence compliance with DBS guidance and UK law.
Store certificates and related data securely with role-based access controls.
Maintain immutable access logs showing who viewed or exported sensitive records and when.
Apply appropriate retention periods and disposal controls in line with ICO guidance.
Schedule regular internal audits to verify completeness, detect discrepancies, and confirm adherence to policy and DBS requirements.
Train staff on evidence preservation, including consistent logging, controlled access, incident reporting, and clear escalation routes for exceptions.
Issued Certificate Date Matters
The issued certificate date indicates when the DBS check was completed, defining how current the disclosed information is.
Employers use this date to assess relevance for safeguarding decisions and to manage risk based on recency.
It also guides renewal cycles, particularly in roles involving regulated activity or ongoing contact with children or vulnerable adults, where more frequent rechecks are good practice.
Why Issue Date Matters
Issue date anchors a DBS certificate to a specific point in time, confirming when the criminal record check was completed and the document issued by the Disclosure and Barring Service.
It establishes the currency of the data reviewed, helping employers judge whether the information is sufficiently recent for current recruitment or ongoing safeguarding requirements. A clear issue date reduces ambiguity about relevance and supports risk-based decisions, including whether a new check is needed.
Candidates can assess how recently their record was vetted and anticipate requests for an updated certificate. For employers, an older issue date may indicate increased risk and the need for rechecking in line with internal policies and sector guidance.
The issue date also supports compliance routines, enabling scheduled re-screening for roles that require ongoing safeguarding assurance.
Renewal Timing Implications
Because the issue date anchors how current a DBS certificate is, renewal timing often hinges on it, with many employers expecting fresh checks every three years. A DBS certificate number uniquely identifies the specific certificate, allowing employers and applicants to confirm its age and decide whether renewal is due.
When a certificate is older than three years, applying for a new check helps ensure current information is available for safeguarding assessments.
Renewal timing is also influenced by role risk. Roles involving work with children or vulnerable adults may require more frequent updates to maintain safeguarding standards in line with DBS guidance and employer policies.
Employers typically combine the issue date, the certificate number, and role requirements to set clear renewal policies. Using the certificate number during rechecks streamlines verification, reduces administrative errors, and helps maintain consistent compliance over time.
Frequently Asked Questions
What Is My DBS ID Number?
Their DBS ID number is the unique identifier printed on an individual’s DBS certificate. It appears on the certificate issued after a DBS check and may also be quoted in official correspondence from the Disclosure and Barring Service (DBS).
Each DBS application generates a new certificate number; it is not a reusable profile or account number. Employers and registered bodies use the certificate number to verify the check outcome with the DBS or via their chosen screening provider (e.g., Checkback International or MyVetting).
The individual should locate the number on the certificate and store it securely, as it relates to sensitive personal data under UK GDPR and ICO guidance.
What Is an Example of a DBS Number?
An example of a DBS certificate number could appear as 001234567890 or A01234567890.
This unique identifier is printed on the individual DBS certificate issued by the Disclosure and Barring Service. Employers use it to verify the specific criminal record check for safeguarding and compliance purposes.
The number is generated at the point of issue for that certificate and is not linked to an online user profile.
Its defined numeric (and sometimes alphanumeric) format enables precise tracking and authenticity confirmation during pre-employment screening.
Are DBS Profile Number and ID Number the Same?
No. In UK pre-employment screening, a DBS Profile Number and a DBS certificate number (sometimes called an ID number) are different.
The DBS Profile Number is a persistent login identifier for an individual’s online DBS account used to access and manage disclosure services.
The DBS certificate number is unique to a specific DBS check and appears on the issued certificate.
The Profile Number does not provide details of any check, whereas the certificate number relates to the outcome of a particular disclosure and may be used for status updates via the DBS Update Service.
How to Get a DBS Number in the UK?
Applicants obtain a DBS certificate number by completing a DBS check via their employer, a Registered Body, or an umbrella company such as Checkback International or MyVetting.
After identity verification and submission, the Disclosure and Barring Service processes the application. On completion, a DBS certificate is issued with a unique certificate number printed on it; this number identifies that specific disclosure.
Select the correct level for the role:
- Basic: unspent convictions only.
- Standard: spent and unspent convictions, cautions, reprimands, and warnings (as permitted by the Rehabilitation of Offenders Act 1974 and Exceptions Order).
- Enhanced: as Standard plus relevant police-held information; add Barred List checks where the role is eligible for regulated activity under the Safeguarding Vulnerable Groups Act 2006.
The DBS number cannot be pre-issued or generated in advance; it is created only when the certificate is produced.
Employers should follow DBS eligibility guidance, ensure lawful processing under the Data Protection Act 2018 and UK GDPR, and verify identity in line with Home Office/DBS ID guidelines.
Conclusion
To summarise, understanding a DBS certificate number helps employers validate Disclosure and Barring Service checks with confidence. The unique certificate number links to the issue date, application stage information, and PNC references, supporting compliant audit trails. It does not disclose criminal history, and not every 11-digit code is a DBS identifier—common misconceptions persist. Within the Rehabilitation of Offenders Act 1974 framework and DBS Code of Practice, accuracy and verification are essential. By confirming certificate numbers and timelines via the DBS Update Service or original documents, employers strengthen safeguarding while respecting candidates’ rights and legal obligations under UK law.
