Businesses across the UK rely on DBS checks to ensure safe and responsible recruitment, especially for roles involving children, vulnerable adults, or positions of trust. But one common question employers ask is: Can employers accept a copy of a DBS certificate? With digital recruitment and remote work on the rise, this question matters more than ever. This guide explains the legal considerations, risks, and best practices for handling DBS certificates.
For secure and compliant DBS checks, you can start online at ClearCheck.co.uk: https://clearcheck.co.uk/
Why DBS Certificates Matter in Recruitment
A DBS certificate provides crucial information about an applicant’s criminal record history. Employers use this to:
-
Assess risk in regulated roles
-
Meet safeguarding obligations
-
Comply with industry regulations
-
Ensure responsible recruitment
-
Protect staff, clients, and business reputation
Because this information is sensitive, the DBS has strict rules on how employers can request, share, and verify certificates.
Can Employers Accept a Copy of a DBS Certificate?
The short answer is no, employers should not rely on copies.
Legally and practically, accepting a copy poses several risks:
Copies Can Be Altered
A scanned or photocopied DBS certificate can be edited or manipulated, making verification unreliable.
DBS Certificates Are Unique to the Original Document
The DBS only considers the original physical or official digital certificate valid. Employers must inspect the original document—never a duplicate.
Copies Cannot Confirm Tamper-Proof Features
Security features such as watermarks, embossing, and ink colour variations cannot be confirmed from a copy.
It May Breach Safeguarding Requirements
Regulated industries (education, healthcare, childcare) require strict compliance. Accepting a copy could put vulnerable individuals at risk and expose the employer to legal consequences.
What Employers Can Do Instead
1. Request to See the Original DBS Certificate
Applicants must present the original—either in person or through a verified digital process.
2. Use the DBS Update Service (If Available)
If the applicant is subscribed, employers can check the criminal record status online in real time.
3. Request a New DBS Check Through an Approved Provider
Fast and legally compliant checks can be completed via ClearCheck.co.uk.
4. Keep Records Securely
Employers should record the certificate number and date but must not store copies without a lawful reason.
What About Digital DBS Certificates?
Some DBS checks are issued digitally, depending on the level and issuing body. Digital originals are valid, but employers must confirm authenticity through official verification links—not screenshots.
Best Practices for UK Employers
-
Always view the original DBS certificate
-
Never rely on photocopies or images
-
Encourage applicants to join the DBS Update Service
-
Conduct repeat checks for safeguarding roles
-
Store certificate data securely and lawfully
-
Use trusted platforms like ClearCheck.co.uk for new applications
FAQs
Can I accept a scanned copy of a DBS certificate?
No. Employers must view the original certificate or verify it through the DBS Update Service.
What if the applicant cannot show the original?
Request a new DBS check from a trusted provider such as ClearCheck.co.uk.
Are digital DBS certificates valid?
Yes, but only if viewed through the official digital platform—not a screenshot or printout.
Can I keep a copy of a DBS certificate on file?
Only if necessary and lawful. Most businesses only record certificate details instead of storing copies.
Does the DBS Update Service replace the need for the original certificate?
It allows employers to verify current status, but the original certificate must still be seen once.
Should employers re-check DBS certificates periodically?
Yes—especially in regulated professions where ongoing safeguarding is essential.
