Fast and Secure DBS Checks for Employers

Aaron’s Department gives employers the opportunity to carry out DBS checks for their staff with ease.

Thanks to our direct connection with the UK Government's Gateway, employers using Aaron's Department DBS Checks have the guarantee of receiving certificates as quickly as possible.

A DBS check should be applied when employing staff for certain job high-risk roles, for example, one that involves the employees being in contact with children or vulnerable adults. For this type of position, the employer needs to ensure that the employee is free of criminal records or other history that may prevent them from performing their duties.

At Aaron's Department, we have had plenty of experience dealing with DBS checks for employers. This ensures that you will receive all the guidance you need before and during the process, making sure your check is fast, easy, and correct without breaking the bank!

What Are The 3 Types of DBS Checks?

These are the different disclosure levels for a candidate to access a job position:

(with, or without, a Barred Lists check)

The guidance and advice we offer for all DBS checks ensures that you will always get the correct disclosure for the individual. After requesting a DBS check, our counter-signatories will ensure that everything is in order, and that the correct disclosure type has been selected. Any mistakes found will be corrected, to avoid wasting time and money by getting an application rejected for a simple mistake.

We also comply with the DBS Code of Practice when disposing of data once the certificate has been printed and delivered.

Our prices are clear and affordable, with admin fees starting from as little as £3.97 for a Basic, Standard or Enhanced DBS Check. Unlike some other companies, we don't have any hidden fees or start-up costs and  for organisations paying in advance, we can offer free credit from their processes.

All applications are fast tracked, and are guaranteed to be processed on the same day.

What DBS Checks Can I Apply For?

Basic DBS Check

A Basic Disclosure is available to anyone who currently lives, works, or is planning to work in England or Wales.

Can an employer request a basic DBS check?

It can be requested by the individual, or on their behalf by the employer.
This Basic DBS check will inform of any unspent convictions or unspent conditional cautions an applicant has.

A conviction is deemed spent after a period of time has elapsed and other factors such as the age of the person, the severity and nature of the offence, as well as the length of the sentence received.

More information on Basic DBS checks can be found here.

Standard DBS Check

The Standard DBS check is only available for specific occupations, the potential or current employee must be undertaking a role listed in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. In addition to listing job positions, this act also lists certain eligible professions, licences and activities.

A Standard DBS check will give you the candidate's information about:

  • Unspent convictions
  • Spent convictions
  • Cautions
  • Final Warnings
  • Reprimands

Only employers and organisations can apply for a Standard DBS check for their candidates, which requires the use of an Umbrella Service, such as Aaron's Department. To make sure that an employer can apply for a Standard DBS check, they need to be eligible to ask an exempted question. (have a bookmark down to the exempted question section)

A Standard DBS check will inform from any spent or unspent convictions, cautions, final warnings or reprimands the applicant has.

Additional Standard DBS check information is available for you here.

Enhanced DBS Check

The Standard DBS check is only available for specific occupations, to be eligible, the employers' applicant must be undertaking a role or duty listed in the Rehabilitation of Offenders Act 1974 or the Police Act 1997. For the jobs where the employee will have close contact with vulnerable adults and/or children, it is also required by law for them to be checked against the Children’s Barred List and/or the Adults’ Barred List.
An Enhanced DBS check will give you the candidate's information about:

  • Unspent convictions
  • Spent convictions
  • Cautions
  • Final Warnings
  • Reprimands
  • Other information considered relevant by the police force.

For an employer to apply for an Enhanced DBS check for their candidates, it is necessary to use an Umbrella Service, such as Aaron's Department. To make sure that an employer can apply for a Standard DBS check, they need to be eligible to ask an exempted question.

What is an Exempted Question?

The Exceptions Order to the Rehabilitation of Offenders Act (ROA) 1974 defines an exempted question as a valid request for any individual to reveal their full criminal history (including spent convictions).
An organisation needs to be legally allowed to access to an individual’s spent cautions or convictions to requested, is against of the law that employers have access to this data if the job role is not requiring this information.
More information regarding Enhanced DBS checks can be read here.

Not Sure Which DBS Check to Get?

If you are unsure, or need any assistance when applying for a DBS check using Aaron's Department, feel free to get in contact with us (link taking to contact info). We will be more than happy to help!

Why Do Employers Need to Use an Umbrella Body to Process DBS Checks?

As according to the law, employers must use the services of a Registered Umbrella Body, such as Aaron's Department when requesting an Enhanced DBS Checks and Standard DBS checks.

Whether acting as a Registered Umbrella Body or as a Responsible Organisation, Aaron's Department acts as an intermediary between the employer and the Disclosure and Barring Service.

Once each application is submitted by an employer, it is then reviewed by one of our countersignatories who check and complete the application by declaring that the position and person is eligible for the requested DBS check.

Will I Need the Applicant's Permission to Carry Out a DBS Check on Them?

Yes. As an employer, you need to have the applicant's permission to perform the DBS check on them. As stated in the Disclosure and Barring Service Consent Policy, the applicant's consent must be freely given, specific and informed.

Consent must be given by a statement or clear affirmative action, and should be as easy to withdraw as it is to give. Individuals would need to be told that they have the right to withdraw consent and how to do so.

Once the applicant gives consent to process, an online application form will need to be filled to ask for a DBS check. The applicant will then need to provide a combination of ID documents to prove their identity.

An advantage of doing online application instead of paper one is the ease and fast on the process. If a mistake is made on a paper form, this will need to be returned for corrections which will increase the amount of time for the application to be processed. While if done with online with our Online Service, these mistakes could be avoided thanks to our automatic checking system.

What is the DBS Code of Practice?

The Disclosure and Barring Service (DBS) obliges employers to comply with the DBS' Code of Practice.

The Code of Practice for DBS checks (for employers) is issued under Section 122(2) of the Police Act 1997.

It ensures the organisations are aware of their obligations and that the information released is used appropriately, protecting the applicants from discriminations caused by non-relevant convictions. Besides ensuring the protection of an individual's sensitive data that is found on the DBS Certificates, the Code of Practice also helps employers understand how to dispose of the information they have about their employees to avoid any legal complications in the future.

Employer's Obligations when Handling DBS Certificate Data

When handling DBS Certificate data, employers have several obligations.

Among other duties, according to the Code of Practice, every employer should:

  • Confirm that the applicants for positions requiring a DBS check will be previously informed of this obligation.
  • Notify all potential applicants that any criminal record history could affect the selection process, and consequently, the final recruitment decision.
  • Discuss the content of the DBS Certificate with the applicant before withdrawing any offer of employment.
  • Provide a copy of the DBS Code of Practice if the applicant request it.

Retention and Disposal of Disclosures

According to the Code of Practice, after a person has been employed, the employer must keep the disclosure information only for as long as absolutely necessary. Usually, a period of up to six months is considered just that and any disputes or complaints need to be resolved in this time.

Once this period is over, employers should take a note of the certificate number and then destroy the DBS Certificate data through secure means (pulping or shredding). The Code of Practice prohibits making a copy or other image of the Certificate or any copy or representation of the contents of a DBS Certificate.

What Information are Employers Allowed to Keep?

Respecting the rules of retention for the DBS Certificate's data, employers are allowed to file some data after the six-month period has elapsed.

Some of this data includes the:

  • Applicant's name.
  • Date of issue for a disclosure certificate.
  • Type of DBS check requested.
  • Reference number of the certificate.
  • Job position for which the DBS check was requested.
  • Information about the final recruitment decision.

Are DBS Certificates Transferable Between Employers?

You’ll be able to take your DBS certificate from one job to the next, unless:

  • An employer asks you to get a new certificate.
  • You need a certificate for a different type of ‘workforce’ (for example, you have an ‘adult workforce’ certificate and need a ‘child workforce’ certificate).
  • You need a different level certificate (for example, you have a standard DBS certificate and need an enhanced one).
  • The DBS certificate you are using or intend to use, has not been registered on the update service.

A DBS certificate by itself is not transferrable: You must be able to provide both the original paper certificate and the details of your Update service (for that paper certificate), before the new employer can verify if it can be accepted.

DBS Certificate information should only be passed onto those who are authorised to receive it, during their duties. This is as according to Section 124 of the Police Act, 1997.

How to Correctly Store DBS Certificate Data

During the allowed period, DBS files concerning the employee should be kept in safe, lockable storage containers with access limited to only those who are entitled to see them as part of their duties.

Why You Should Use Aaron's Department?

Employers who use our online DBS application service benefit from the user-friendly interface, inbuilt error checking, and fast service.

Our expert team will analyse in detail, to ensure everything is correct before sending any application off to the Disclosure and Barring Service, this will save time due to errors being quickly identified and amended.

Online and Paper Processing of DBS Applications

We are an authorised DBS Umbrella Body that offer online and paper application processing for employers. We comply with the Code of Practice and the General Data Protection Regulation (GDPR), ensuring a secure and fast DBS checking procedure for any potential employee.

You can get started HERE.

Quickly Issued DBS Certificates

We are directly connected to the UK Government’s Gateway which enables us to process and send off your application the very same day, ensuring a quickly issued DBS Certificate. Our system for DBS Online disclosures offers fast and free registration and takes a huge load off your back, preventing the need to use paper applications.

Correction of Errors in Application Forms

Thanks to our online DBS checking service, any errors made while filling the application form will be detected right away. Our system automatically reviews the information entered and detects errors and omissions. This speeds up the whole process as any possible error can be detected earlier on the process and avoid possible rejections.

Continuous Support Regarding the DBS Checking Procedure

We will keep your company informed regarding the stage of your DBS checking procedure application. After the issue of DBS Certificates, we offer you support and advice for any further queries and questions you may have.