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DBS Certificate Questions

DBS Certificate Questions

C1.  Who receives the DBS certificate / Where is the hard-copy DBS certificate sent? 

One hard-copy DBS certificate is produced.

DBS certificates are posted to the applicant's current home address (as was entered on the DBS application form) directly from the DBS.

This is due to a change in law that took place in 2013. This change is part of the government’s aim to put the individual in greater control of their own data.

The Primary Application Manager for your DBS account will receive a "result" notification email each time a DBS certificate is issued.  You will also be able to view and download an electronic DBS certificate if the applicant has a clear DBS check.  We recommend that you always view the hard-copy DBS certificate regardless of the e-result.

However, if the applicant's DBS certificate has "content" on it (i.e: they have a criminal record), you will not have access to an electronic DBS certificate.  You will need to see the hard-copy DBS certificate that was issued to the applicant, to have access to the content printed on the certificate.

Mayflower Disclosure Services Ltd accepts no liability for the consequences of any actions taken on the basis of the information provided.  It is your responsibility to view and check the official hard-copy Disclosure certificate



C2.  The applicant has not received their DBS Certificate, even though it has been issued? / Lost certificate

DBS certificates are posted from the DBS to the applicant's current home address (as was entered on the DBS application form) .  We (Mayflower Disclosure Services) do not receive/see the DBS certificates).


This is due to a change in law that took place in 2013. This change is part of the government’s aim to put the individual in greater control of their own data.


If the applicant has not received their DBS certificates 15 days after the certificate issue date they can request a re-print.


To request a re-print the applicant needs to call the DBS on 03000 200 190, option 1 to speak to a DBS representative.


The DBS will only issue certificates to the individual applicants and so will only accept requests for re-prints from the applicants themselves.


Please refer to the following guide: https://www.gov.uk/government/publications/dbs-certificate-reprint-guide/dbs-certificate-reprint-guide


Please note: The DBS also have time constraints and will not re-issue a certificate that was issued more than 3 months ago, so we recommend the applicant contacts the DBS as soon as possible.

 

C3.  The DBS Certificate has not been received and DBS won’t issue a re-print.  What can we do? 

Unfortunately, this is out of our control, it is DBS policy.


The DBS will only issue certificates to the individual applicants (to the current address they entered on their DBS application form) .  


It is therefore extremely important that the applicant provides accurate address information on their DBS application form and that they arrange for their mail to be re-directed if they move from this address whilst their DBS is being processed.


The DBS will only accept requests for re-prints from the applicants themselves.


This is due to a change in law that took place in 2013. This change is part of the government’s aim to put the individual in greater control of their own data.


The DBS have time constraints and will not re-issue a certificate that was issued more than 3 months ago.


If you still require a DBS check for this person, please arrange for them to submit a new DBS application.


If you (or the applicant) are not happy with this we recommend you raise a complaint with the DBS.  

The DBS complaints procedure is available via the following website link:  https://www.gov.uk/government/organisations/disclosure-and-barring-service/about/complaints-procedure



C4.  How do I dispute certificate info? The DBS certificate is inaccurate, what should I do?

If you believe a DBS certificate is not accurate please raise this directly with the DBS, via their DBS Certificate dispute procedure.


Please refer to the DBS Certificate dispute guide on the DBS website; specifically the section "Who can raise a dispute".


This DBS guidance documents states that "The applicant or a person who has a legitimate interest in the accuracy of a DBS certificate such as a counter signatory; employer; licensing authority can raise a dispute after discussing the reasons for it with the applicant".


A "DBS certificate Dispute form"  is available on the DBS website for you to download and submit.

 


C5.  What does “certificate contains no info” on my Application Manager Dashboard, mean?

If the result says "Certificate contains no information"; it means the certificate is "Clear". 

A PDF copy of the certificate is available for you to download and save from your Application Manager log-in.  Please note, this is not the official DBS certificate - the DBS post a hard-copy certificate directly to the applicant.

Mayflower Disclosure Services Ltd accepts no liability for the consequences of any actions taken on the basis of the information provided.  It is your responsibility to view and check the official hard-copy Disclosure certificate

C6.  What does "Please wait to view applicant certificate" or "See Disclosure", on my Application Manager Dashboard mean?

If the result says "Please wait to view applicant certificate" or "See Disclosure"; it means the applicant has a criminal record. 

For data security reasons you will not have access to a PDF “snapshot” of the certificate: You need to see the applicants' hard-copy DBS certificate, so you can determine if the information on their DBS certificate has implications for the role they will be working/volunteering in.  

Please ask the applicant to show you their DBS certificate when they receive it in the post.

Mayflower Disclosure Services Ltd accepts no liability for the consequences of any actions taken on the basis of the information provided.  It is your responsibility to view and check the official hard-copy Disclosure certificate

C7.  The DBS certificate has been issued, but the applicant's current address has changed? 

The details provided on a DBS application form cannot be amended once it has been submitted for processing.


The DBS will only dispatch DBS certificates to the current address provided on the applicant's application form.  This is because this is the address that was verified during the applicant's ID check.

The DBS certificate will therefore only be dispatched to the current address provided on the online DBS application form.

It is very important that if an applicant moves house, they arrange a re-direction service for their mail from their old address to their new address using the Royal Mail Re-Direction Service, to ensure they receives their DBS certificate when it is posted to them.  Alternatively it is important that they arrange to continue to have access to the post that is delivered to their old address.

 


C8.  What is the fee information that is displayed on DBS certificates? 

The reference to payment which is now printed on each DBS certificate was introduced by the DBS on 31st May 2015 and it refers to the fee the DBS charge, which is (and always has been) waived for voluntary DBS checks.


For further information please refer to the following DBS webpage:

https://www.gov.uk/government/news/fee-display-on-dbs-certificates .


Please note: this does not include our admin fee.  Full information regarding our prices is available on our Prices webpage.

 


C9.  As an employer can I accept a DBS certificate issued in another employer's name? 

If the applicant is a member of the "DBS Update Service" they need to show you their original hard-copy DBS certificate. 

You need to check that the original hard-copy DBS certificate is:

 

  1. the correct level (i.e: Standard or Enhanced)
  2. the correct workforce (i.e: adult or child workforce) 
  3. that the barred list checks were carried out (if you need them)
  4. the applicants correct full current name, and correct date of birth is displayed

The applicant must also  provide you with their unique "DBS Update Subscription Number", so that you can check if there have been any changes to their DBS certificate.

 

To do this please go to the DBS website and follow the on-screen instructions:  https://secure.crbonline.gov.uk/crsc/check?execution=e1s1


If you have any problems or queries regarding the DBS Update Service, please contact the DBS by telephone: 03000 200 190 or email: customerservices@dbs.gsi.gov.uk.


Please note; you are under no obligation to accept an applicant’s previous certificate under the Update Service.  As an employer it is your discretion whether you will accept this or insist the applicant obtains a new DBS check under your own organisation name.

 

If the applicant is NOT a member of the DBS Update Service, there are a number of factors you should take into consideration before accepting a DBS certificate issued by a different employer.  If you accept a DBS certificate that has been previously issued, it is known as "Portability".  Portability is not recommended by the DBS.   This is because a DBS certificate can only be considered as accurate and up-to-date on the issue date.  Someone's criminal record may have changed since their last DBS certificate was issued. 

 

If you accept someone's existing certificate undertaken through a different employer you do so at your own risk.   More information about Portability can be found on the DBS website: https://www.gov.uk/dbs-check-requests-guidance-for-employers#accepting-a-previously-issued-dbs-check



C10.  How long is a DBS certificate valid for? What is the expiry date for a DBS certificate?

There is no validity period or an expiry date for a DBS certificate.   This is because a person’s criminal record can change at any time.


Each DBS certificate will display an issue date, so the older it is, the less reliable it is.  


Organisations should re-new checks for their staff in a “reasonable” time-frame (every 1-3 years recommended) based on your own risk assessments.


You may find that a renewal time-frame is stipulated by your contract provider/regulating authority (if you have one); for example: OFSTED or the CQC.


Unfortunately, there is no specific DBS  “renewal” process.  To renew a DBS certificate you will need to arrange for a new DBS application to be created and submitted for each person you require a renewal for.


Your staff/volunteers can elect to join the DBS Update Service which they can do when
they receive their new DBS certificate.  


We are not involved in the DBS Update Service as it is a service offered directly by the DBS
applicants (staff/volunteers).


For information or advice on the update service, please refer to the DBS website: https://www.gov.uk/dbs-update-service


If you have any questions about the DBS Update Service, please contact the DBS (Disclosure and Barring Service) directly:


- telephone: 03000 200 190 or,

- email: customerservices@dbs.gsi.gov.uk

 


C11.  What should I do when I see the applicant's DBS Disclosure certificate?

Check the DBS certificate content is in line with your Legal obligations and your policy for Recruitment of Ex-Offenders.  Please see Customer Resources section for sample policy.

 

You can retain a copy of their DBS Certificate with the applicants' permission. If you do, you must store this copy in line with the DBS policy on Storage and Retention of Disclosure information and the Data Protection Act. See the sample policy on the storage of Disclosures in the Customer Resources/Links section of our website. 

Mayflower Disclosure Services Ltd accepts no liability for the consequences of any actions taken on the basis of the information provided.  It is your responsibility to view and check the official hard-copy Disclosure certificate

C12.  What if the applicant has a criminal record? 

This is not necessarily a bar to employment and is not always a valid reason for rejection of a job candidate.  Refer to your organisation’s policy on the Recruitment of Ex-Offenders.  Please see Customer Resources section for a sample policy. 

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