If you have recently changed jobs or are planning to, one question that probably came up is whether your existing DBS check can move with you. It is a fair question, and honestly, many people get conflicting answers when they search for it online.
The short answer is: it depends. A DBS check can sometimes be reused, but it is not automatically transferable in every situation. There are specific conditions that need to be met, and ultimately, your new employer has the final say.
Whether you are an individual looking to get a DBS check online in the United Kingdom, or an employer managing DBS checks for your workforce, this guide breaks everything down in plain language so you know exactly where you stand.
What Does “DBS Check Portability” Actually Mean?
Portability, in the context of DBS checks online, simply means the ability to use a previously issued DBS certificate for a new job role or employer, rather than applying for a brand new one.
However, portability does not happen automatically. There is a specific route you need to take to make your individual DBS check usable across different employers, and that route is the DBS Update Service UK.
The DBS Update Service: The Key to Portability
The DBS online service known as the Update Service is an online subscription that allows your DBS certificate to stay current and be checked by employers in real time. Whether you completed your DBS checks online in the UK or through a paper application, the Update Service works the same way. Here’s what you need to know about it:
- You must register for the Update Service within 30 days of receiving your DBS certificate.
- Once registered, employers can check the status of your certificate online with your permission.
- Without registering for this service, your DBS check cannot be considered portable.
- The subscription costs a small annual fee, though it is free for volunteers.
This is one of the most overlooked steps in the DBS process. Many people complete their DBS checks online in UK and assume the certificate is automatically reusable, but without joining the Update Service in that 30-day window, you lose the option entirely.
When Can a DBS Check Be Transferred to a New Role?
Even with the DBS Update Service in place, a DBS check is not guaranteed to transfer. For it to be considered valid for a new position, the following criteria must match between your old and new roles:
- The type of role – The nature of the job must be similar. A check carried out for a teaching role, for example, may not be appropriate for a healthcare position.
- The workforce type – Whether the role involves working with children, vulnerable adults, or the general public needs to be consistent.
- The level of the check – Basic, Standard, and Enhanced checks each disclose different levels of criminal record information. The same level must be required by both employers.
- Barred List check requirements – If the original check included a Barred List check, the new role must also require one for it to remain valid.
If any of these do not align, a new DBS check will be needed regardless of how recent the existing one is. This applies equally to individual DBS checks and to DBS checks for employers across the UK.
Is an Enhanced DBS Check Transferable?
This is where people often get confused. An enhanced DBS check is the most detailed level of check available and is typically required for roles involving regular contact with children or vulnerable adults.
The key point to understand is that enhanced DBS checks are role-specific. They are issued based on the precise nature of a job, not just the person holding it. So even if you applied for an enhanced DBS check six months ago, it may not be valid for a new enhanced DBS check role if the job responsibilities differ.
This is particularly relevant for:
- Individuals who have completed an enhanced DBS check online for themselves and are now moving roles
- Employers managing enhanced DBS checks for their teams
- Anyone who has previously held an enhanced CRB check, which is the older name for what is now called the enhanced DBS check in the UK
In practice, most organisations that require an enhanced DBS service will ask for a new one when you start, especially if there is any difference in your responsibilities.
Can an Employer Refuse to Accept Your DBS Certificate?
Yes, absolutely. Even if your DBS check is technically portable and up to date on the Update Service, an employer is under no obligation to accept it. Here are the main reasons an employer might ask for a new check:
- Company policy – Many organisations running DBS checks for employers have internal policies stating that all employees must have a DBS check issued in the company’s name. A certificate from a previous employer simply does not meet that standard under their rules.
- Regulatory requirements – Some industries are governed by regulatory bodies that specify new DBS checks must be completed for every new starter, regardless of any previous checks they hold.
- Time elapsed – Although DBS certificates do not have an official expiry date, most organisations refresh their checks every one to three years. If your existing certificate is approaching or past that point, an employer may prefer a fresh one.
- Risk management – Some employers simply prefer the peace of mind that comes with running their own check rather than relying on an older document.
You can also visit our office to obtain more information about DBS checks and our services.
Quick Comparison: Portable vs Non-Portable DBS Check
| Situation | Portable? |
|---|---|
| Registered with DBS Update Service UK within 30 days | Potentially yes |
| Same role type and workforce category | Yes, if other criteria match |
| Different role type or workforce category | No |
| Enhanced DBS check moving to a different enhanced role | Usually no |
| Employer has a company-wide new check policy | No |
| Certificate older than 3 years | Unlikely to be accepted |
| Not registered with the Update Service | No |
How Long Does a DBS Check Last?
Officially, a DBS certificate does not expire. There is no set date printed on it after which it becomes invalid. However, this does not mean it will be accepted indefinitely.
In practice:
- Most employers treat checks as valid for one to three years.
- Some sectors, such as education and healthcare, may have stricter renewal timelines.
- If anything has changed since the check was issued, such as new criminal record information, the certificate would no longer reflect the current situation.
This is precisely why the DBS online service is so useful. It allows employers running DBS checks online in UK to verify in real time whether anything has changed since the certificate was first issued, rather than relying on a static document.
How to Store and Handle Your DBS Certificate
Handling DBS certificate information comes with responsibilities, both for individuals and employers. The key points to keep in mind are:
- DBS information must only be used for the purpose for which it was requested.
- Employers managing DBS checks for employers in UK must store certificate information securely and dispose of it safely once it is no longer needed.
- Individuals should keep their certificate in a safe place, especially if they are registered with the Update Service and may need to present it to future employers.
- Organisations that handle DBS information must comply with the DBS Code of Practice, which governs how sensitive disclosure information is managed.
Frequently Asked Questions
Can I use the same DBS check for two different jobs at the same time?
Yes, if you are registered with the DBS Update Service and both roles match the check type and level.
What happens if I miss the 30-day window to register?
You will need to apply for a new DBS check online and register that certificate within 30 days.
Does the Update Service automatically renew my check?
No, it only keeps your current certificate updated; it does not issue a new DBS check.
Is it free to join the DBS Update Service?
It has a small annual fee, but it is free for volunteers.
Can my employer check my DBS certificate without permission?
No, your consent is required before any check can be done.
Do I need a new DBS check every time I change jobs?
Not always only if the role, level, or employer requirements differ.
Can I apply for an enhanced DBS check online as an individual?
Yes, through a registered umbrella body, then you can add it to the Update Service.
Final Thoughts
DBS check portability is possible, but only if you register with the DBS Update Service within 30 days. Without this, your certificate cannot be reused.
Even then, transfer depends on role similarity and employer policies. Whether applying for a DBS check online in the United Kingdom or managing DBS checks online UK, it’s best to confirm requirements in advance.
If you need help with your DBS application or have any questions, feel free to contact us today our team is here to assist you.
