From today, the 22nd October 2025, DDC will introduce the latest DBS identity document guidance across our online portal. These updates are fully automated – meaning no action is required from our existing users.
The changes reflect the new DBS requirements introduced in April 2025 and include updates to accepted identity documents, verification routes for UK and non-UK nationals, document retention policies, and right to work and address documentation processes.
Key Updates
- Right to Work Checks: Must be completed separately from DBS checks. A valid Right to Work document can be used for DBS verification but is not mandatory.
- Address Documents: Proof of current address is no longer a compulsory requirement. Address documents can include a recent or concurrent address if any differences are explained to the checker.
- New Acceptable Documents:
- HMRC Self-Assessment or Tax Demand Letters (issued within 12 months)
- Valid EHIC or GHIC cards
- Expired Passports: UK passports can now be accepted if expired within the past six months (as long as the corners have not been cut).
- Basic DBS Checks: In-person checks require at least two original ID documents. Digital ID remains available for UK and Irish passport holders.
- National Insurance Numbers: Must be declared on application forms by the applicant where possible (not required for volunteers).
- Physical Documents: Only physical documents can be accepted unless verifying an eVisa or digital PASS card.
Non-UK Nationals
DBS has unified the process for UK and non-UK applicants. All now follow the same three-route ID process. eVisas, Biometric Residence Permits (BRPs) and Application Registration Cards (ARCs) are now classified as Group 1 primary documents.
Updated ID Verification Options
The DBS recognises three routes for ID verification. The DDC portal will automatically apply the correct route:
- In-person: ID checked with original documents present.
- Video call with posted original documents: Checker holds physical documents while meeting applicant virtually.
- Remote verification: Documents viewed electronically or by video, with in-person re-check required before employment begins.
Options 2 and 3 should only be used where in-person verification is not practical, with reasons recorded and retained for two years.
For clients using DDC to complete ID checks, we will now conduct a short video call with the applicant alongside verification of posted originals.
Discrepancies
If there are any discrepancies between the applicant’s information and their identity documents, and fraud is not suspected, the applicant should be asked to clarify. All names and addresses must be accurately recorded on the form to maintain the integrity of the DBS process and avoid delays. Discrepancies may include mismatched address or employment histories, or situations where applicants (such as students or junior doctors) have multiple valid addresses. Both permanent and temporary addresses must be listed, with the current address used for DBS certificate delivery
Data Retention
DDC’s Data Retention Policy has been updated to align with DBS guidance, confirming a two-year retention period for DBS-related documentation. All information is securely stored by DDC on your behalf.
These changes enhance accuracy, security, and compliance across all DBS applications.
For further information or to discuss your service options, please contact our team or email newenquiries@ddc.uk.net.
