DBS checks are an important part of safer recruitment, particularly for positions involving children, vulnerable adults and other roles requiring criminal record screening. However, before requesting a Disclosure and Barring Service (DBS) check, employers should make sure candidates understand why the check is necessary, what information will be collected and how the results may affect recruitment decisions.
Clear communication helps build trust, prevents misunderstandings and supports a fair recruitment process. HR teams should therefore explain the screening requirements clearly before asking candidates to complete their applications.
Explain Why a DBS Check Is Required
Candidates should understand why a DBS check is necessary for the position they have applied for. Employers should explain how the check relates to the responsibilities of the role and why a particular level of screening is being requested.
There are different levels of DBS checks:
- Basic DBS check: Shows unspent convictions and conditional cautions.
- Standard DBS check: Shows relevant spent and unspent convictions and cautions, subject to filtering rules.
- Enhanced DBS check: Includes the information available through a Standard check, alongside relevant information held by local police.
- Enhanced DBS check with barred list information: Includes relevant barred list information where the role is legally eligible.
Employers must ensure that the requested level of check is appropriate and legally permitted for the position.
Explain What Information Candidates Need to Provide
Before starting an application, candidates should know what personal information and supporting documents they will need.
This may include:
- Full legal name and any previous names
- Date of birth
- Current and previous addresses
- Valid identity documents
- Relevant employment or application details
Employers should explain how identity verification works and why accurate information is essential. Incorrect details or missing address history can delay the application process.
Clarify Consent and Data Protection Responsibilities
Candidates should be informed about how their personal information will be collected, processed, stored and shared during the DBS application process.
It is important to distinguish between the applicant’s declaration or authorisation required for the DBS process and the employer’s lawful basis for processing personal data under data protection legislation. Consent is not automatically the appropriate lawful basis for every aspect of employment-related screening.
Employers should provide a clear privacy notice explaining:
- What information will be collected
- Why the information is required
- Who will have access to it
- How long relevant information will be retained
- Whether information will be shared with third parties
- How candidates can exercise their data protection rights
Sensitive DBS information must be handled securely and only used for the purpose for which it was obtained.
Explain How DBS Results May Affect Recruitment Decisions
Candidates should understand that a DBS certificate may contain information that employers need to consider before confirming an appointment.
However, the presence of a conviction or caution should not automatically result in rejection. Employers should assess whether the information is relevant to the position, taking account of its nature, seriousness and circumstances.
Organisations should also have a suitable recruitment of ex-offenders policy and explain how disclosed information will be assessed fairly.
Where information on a certificate raises concerns, employers should discuss it with the candidate before making a decision about withdrawing an offer.
Explain the DBS Update Service
If candidates already hold an eligible DBS certificate, employers may be able to use the DBS Update Service to check whether the certificate’s status has changed.
However, this requires the candidate’s permission. Employers must also confirm that they are legally entitled to request the relevant level of check and that the original certificate is suitable for the position.
Explaining this option can help candidates understand whether an existing certificate may be accepted instead of submitting a new application.
Frequently Asked Questions
Can an employer request a DBS check without informing the candidate?
Employers should notify candidates in advance about the requirement for a DBS check and explain how the information will be used. The appropriate application and authorisation procedures must also be followed.
Can a candidate refuse a DBS check?
A candidate may decline to participate in the application process. However, if a DBS check is a lawful and necessary requirement for the position, refusing it may mean they cannot meet the recruitment conditions.
Do employers need written consent for a DBS Update Service check?
Yes. Employers must have the individual’s consent before carrying out an Update Service status check and must meet the other eligibility and verification requirements.
What should employers do if a DBS certificate reveals information?
Employers should discuss the information with the candidate, consider its relevance to the role and make a fair, individual assessment before reaching a recruitment decision.
Conclusion
Candidate consent and clear communication are essential considerations when managing DBS screening. By explaining the purpose of checks, outlining information requirements and providing transparent data protection information, employers can create a more reliable and respectful recruitment process. A consistent approach also helps organisations meet their responsibilities while supporting safer recruitment decisions.
