Fast and Secure DBS Checks for Employers in 2023

DBS Checks for Employers play a crucial role in making informed recruitment decisions, so only the right people are hired.

A DBS check is a background check that displays any information held by the police on the individual. This allows the employer to any potential employee’s criminal history, if they have one!

By undergoing DBS checks on your staff, you give your clients/customers the assurance that you have taken every precaution necessary to provide them with the best experience.

At Aaron’s Department, we are a Registered UK Government Body who help provide DBS checks for employers, and provide a system to allow it to be done with ease.

dbs checks for employers

We have had plenty of experience dealing with DBS checks for employers as DBS Umbrella Body, and can ensure that you will receive all the guidance you need before and during the process. Our online system ensures your check is fast, easy, and correct – without breaking the bank! 

Thanks to our direct connection with the UK Government’s Gateway, employers using Aaron’s Department DBS Checks have the guarantee of receiving DBS Certificates as quickly as possible – what’s not to love?

What Are The Types of DBS Checks For Employers We Offer?

Employers are able to request Basic, Standard and Enhanced DBS checks.

To read more about these checks, simply select one below:

(with, or without, a Barred Lists check)

The guidance and advice we offer for all DBS checks ensure that you will always get the correct disclosure for the individual. After requesting a DBS check, our countersignatories 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.

Our prices are clear and affordable, with admin fees starting from as little as £2.83 for a Basic DBS, Standard DBS or Enhanced DBS check. Unlike some other companies, we don’t have any hidden fees or start-up costs and for employers 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, (when sent to us before 4 pm).

Why You Should Use Aaron’s Department?

Those who use our DBS Checks for Employers online 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. This allows your employees to get their DBS certificate quickly, and hopefully begin employment!

Take a look below at the benefits of using us.

Built-in Tracking System

Our system incorporates Our CRB system incorporates a built-in tracking service, and provides you with automatic email updates to help you keep track of the status of your application(s), showing which stage it is at.

No Contracts or Hidden Fees

No nasty shocks when you sign up with us! No registration fees or minimum checks required – just use what you want, when you want.

Fast DBS Results

Whether you’re a teacher, cleaner, or volunteer, you don’t have to wait around for your DBS check! We process and send all DBS checks the same day (received before 4pm).

Complete The DBS Application Anywhere

From the boardroom to the applicant’s home, Aaron’s Department DBS can be accessed wherever is the most convenient thanks to our online system.

Dedicated Customer Support

Whatever your question It doesn’t if the question is big or small, our experienced team will be happy to help!
Simply give us a call, or drop an email, and we’ll help you however we can.

Affordable DBS Checks

Nobody should over-pay for their DBS checks, especially when they play such a crucial in safeguarding vulnerable adults.
Our admin fees start from as little as £2.83.

What CRB Checks Can An Employer Apply For?

DBS Checks have taken over from the old-style CRB Checks. Only Basic DBS checks can be applied for by an individual, whilst organisations and employers can request Basic, Standard, and Enhanced DBS checks.

Basic DBS Check for Employers

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.

Standard DBS Check For Employers

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.

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

Enhanced DBS Check For Employers

The Enhanced 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 online 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.

DBS Checks for Employers – Get Started Today!

To get started, just click the button below to fill out your registration form. You can then apply for DBS checks within minutes.

We don’t make you sign contracts tying you in for years, but rather use a ‘pay as you go’ system, meaning there is no minimum number DBS checks required.

If you want to know more or see the system in action, you can also book a discovery demo. Just hit the button and choose a time which is best for you!

DBS Guidance For Employers

We get a lot of questions about the types of DBS checks employers can apply for on behalf of their current or potential staff. We have put them together along with the best advice we feel businesses need to stay within the law and make the application process as smooth as possible.

What is an Exempted Question?

An Exempted Question is a valid request for any individual to reveal their full criminal history (including any spent convictions), which is possible due to the Exceptions Order to the Rehabilitation of Offenders Act (ROA) 1974.

When Should a DBS Check Be Used?

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, and is a legal obligation.

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.

Basic DBS Checks, can be done for any reason and are usually done for employers to protect themselves and the business when recruiting new staff.

Which DBS Check Do I Need For My Staff?

This will depend on what the role involves, and if there will be any regulated activity carried out.

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. There is a contact form at the bottom of this page, along with our details, and we will be more than happy to help!

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

Employers are required by law to use the services of a Registered Umbrella Body, such as Aaron’s Department when requesting Enhanced DBS Checks and Standard DBS checks.

Whether acting as a Registered Umbrella Body or as a Responsible Organisation, Aaron’s Department is the intermediary between yourself 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 are eligible for the requested DBS check. Without an Umbrella Body, employers would not be able to apply for Standard or Enhanced DBS Checks for their staff.

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

Yes. When carrying out DBS checks for employers, you must 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.

What Are An 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 people applying for positions requiring a DBS check will be 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 an applicant requests it.

How Long Can an Employer Keep a DBS Check?

In accordance with 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.

What Information on a DBS Check 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?

DBS check certificates can be transferred from one job to the next, unless:

  • The employer wants the applicant to get a new DBS certificate.
  • A certificate for a different type of ‘workforce’ (for example, the applicant has an Enhanced DBS with Adult Barred List check certificate but needs an Enhanced DBS with Children’s Barred List check to be legally allowed to work with children).
  • The applicant needs a different level certificate (for example: they have a basic check but are needing a standard).
  • The applicant has not been registered to the update service.

A DBS certificate by itself is not transferrable: The applicant must be able to provide both the original paper certificate and the details of the update service for that paper certificate, before you as a 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 according to Section 124 of the Police Act, 1997.

How to Correctly Store DBS Certificate Data

DBS files concerning an 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.

How Should an Employer Dispose of a DBS Check?

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.

Should an Employer or Employee Pay for a DBS Check?

This is to be decided by employers, as there is no legal obligation for the company or business to take on the cost of having their staff DBS checked.

Some decide to foot the bill for their employees, whereas some make their employees pay for their DBS check.

How Long Does a DBS Check Last?

A disclosure and barring service (DBS) check doesn’t have an official expiry date, but rather any information on it is accurate at the time the check was done and issued. It’s up to the new employer to decide when a fresh check is needed.

An employer can check whether a certificate is up-to-date online if the DBS applicant is signed up for the DBS update service.

Can I Accept a DBS Certificate for Previous Roles?

Yes, you can accept a certificate that has been requested for a previous role with some limitations.

You must check:

  • The applicant’s identity matches the name on the certificate.
  • The previous certificate is the correct type for the new role.
  • For any changes (if the applicant is signed up to the update service).

Online and Paper Processing of DBS Applications

We are an authorised DBS Umbrella Body that offers 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.

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 we receive it, 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.

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 discrimination 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.

I’m Getting a DBS Check for a Client as a Recruitment Agency

Depending on the role you’re hiring for as a recruitment team will depend on what level of DBS check you’ll need to get for the candidates!

You can read all about getting DBS Checks as a Recruitment Agency on our dedicated page.

I’m Getting a DBS Check for Contractors Working in Schools

No matter what type of contractor you are in a school, you will need a DBS check. However, the level is mainly dependent on the opportunity to be in contact with children.

Our full page on DBS Checks for Contractors working in schools discusses this in more detail.

I’m Getting a DBS Check for a Cleaner

Depending on where a cleaner will work will directly impact the reason for getting a criminal disclosure check. There are rules that decide what level of check is legally allowed for the role, which solely depends on the job role.

These roles and DBS check types can be found in our DBS checks for Cleaners article.

I’m Getting a DBS Check for Someone in a Summer Job

It doesn’t matter whether you’re working full-time or just for a summer job – if the job requires a DBS check, then one has to be done.

If you want to do one anyway to help with the recruitment decision, you would only be able to get a Basic DBS check.

I’m Getting a DBS Check for My Staff Who Work in a Gym

Most people working in leisure centres and gyms will only qualify for a Basic DBS Check due to the nature of the role. However, staff who also train, supervise or teach a class of children, or even vulnerable adults, will require an Enhanced DBS Check.

You can read all about this on our DBS Checks for leisure centres and gyms page.

How to get a DBS Check for an Employer

You can carry out DBS checks for employers quickly and easily. Using Aaron’s Department, you can apply using our online, error-free system, and have your application checked, verified, and sent off to the Disclosure and Barring Service the very same day.

If you are doing many applications for staff, you can take advantage of our FREE admin credit, which allows you to lower the cost of the Admin Fee per DBS application. You can read about this on our pricing page.

For applicants who will be volunteers, working for charities or responding to COVID-19, you could be eligible to get a Free DBS check.

DBS Checking Service For Employers – The Registration Process

To get started, just click the button below to fill out your registration form. Once signed up, you can apply for a DBS check online within minutes. We don’t make you sign contracts tying you in for years, but rather use a ‘pay as you go’ system, without any minimum DBS checks required.