DBS Update Service: Everything Employers & Applicants Need to Know

April 2nd, 2025 by Daisy Birch

The DBS Update Service, allows applicants to keep their DBS certificates registered as up to date and employers to check their status online.

How the DBS Update Service Works

To use the service, applicants must:

• Register and pay an annual subscription fee (£16) directly to the DBS (free for eligible volunteers).
• Provide consent for employers to perform an online status check of their DBS certificate.

Employers are not required to accept a previous DBS certificate via the Update Service. Each organisation should conduct a risk assessment before deciding if it is a suitable solution to accept.

How Employers Should Conduct an Update Service Check

Accepting a DBS certificate registered on the Update Service is not as straightforward as asking for the Disclosure number or just seeing a copy of the certificate. Before performing a DBS status check and using the existing certificate, employers must verify:

• The certificate belongs to the employee
  • Identity verification should happen equally to those undergoing a new DBS application with 3 forms of identity documents. This includes; matching the identity document names and date of birth to those on the certificate.
  • If the identity documents contain more or different names than the certificate, the certificate cannot be used and a new check is required.
• The certificate is genuine
  • See the original document and not a photocopy or scanned image.
  • Check the certificate is printed on the official water marked paper, where you can clearly see the disclosure number, issue date and Countersignatory.
• The certificate level matches the job requirements
  • Is this a Standard or Enhanced Certificate?
• The correct workforce category and barring lists were checked
  • Have barring list checks been requested and are they required for the role.
  • Does the workforce meet the criteria of the work at hand.
• The volunteer status and ‘working at home’ status align with role requirements
  • For volunteer certificates this will say ‘No DBS Fee Charged’
  • Volunteer certificates cannot be used for paid roles, but paid certificates can be used for volunteer roles.
• The applicant has given consent for the DBS Update Service check

Once verified all the above, the employer MUST check the DBS certificate’s status online at https://www.gov.uk/dbs-update-service.

Legal Considerations for Employers

Employers must not act based on DBS certificate information they are not legally allowed to access. Doing so may violate the Rehabilitation of Offenders Act.

Additionally:

• Applicants can only join the DBS Update Service after completing a new DBS application
• There is limited time to subscribe to the Update Service once the disclosure has been issued. This is currently 30 days.
• Only certificates confirmed as subscribed to the Update Service and current should be accepted.

Risk Assessment for Employers

Before relying on the DBS Update Service, employers should follow a structured risk assessment process:

• Ensure all employees are subject to a consistent recheck policy.
• Verify that recorded DBS information complies with data protection laws. (Data Protection Act / Protection of Freedoms Act).
• Maintain records of the verification process to ensure compliance with DBS guidelines.
• Keep employees informed of DBS Update Service policies.
• Consult industry-specific regulators (e.g., CQC) for guidance.

DBS Update Service Check: Possible Results

When an employer runs a DBS Update Service check, they will receive one of four possible results:

1. This Certificate did not reveal any information and remains current– The certificate was blank when issued, and no additional details have been added.
2. This Certificate remains current as no further information has been identified – The certificate originally revealed details about the individual, but no new information has been added.
3. Certificate is no longer current – New information has been added since the certificate was issued. The applicant must apply for a new DBS check to see updated details.
4. Details do not match the system – Possible reasons include:
   • The applicant is not subscribed to the DBS Update Service.
   • The certificate has been removed by the individual.
   • Incorrect details were entered by the employer.

Additional DBS Update Service Information

• The DBS receives updates from the Police National Computer (PNC) every 7 days.
• Approved Additional Information is refreshed every 9 months.
• Applicants can remove their certificate from the DBS Update Service or cancel their subscription at any time.
• The DBS does not disclose why a certificate was removed from the service.

For home-based roles, employers should note that the Update Service does not confirm third-party risks. As an employer, you may consider requesting a new check for home-based positions.