The Disclosure and Barring Service (DBS) plays a critical role in safeguarding vulnerable individuals, making sure that anyone working with children, adults in need, or other specified groups can be thoroughly vetted. However, the process of applying for a DBS check each time you change roles or move between organisations can be time-consuming and costly. That’s where the DBS Update Service comes in. This online DBS Update Service subscription provides a fast, efficient, and cost-effective way to keep your DBS certificates up to date and allows employers to verify your status instantly (with your consent).
In this blog post, we’ll provide an in-depth look at our DBS Update Service , who can use it, how it works, the benefits, and the essential steps for subscribing and maintaining your DBS Update Service account. Whether you’re a job seeker wanting to streamline your DBS checks or an employer who needs quick reassurance on a potential hire’s status, this guide will walk you through everything you need to know about the DBS Update Service.
Index
Understanding the DBS Update Service
1.1 What Is the DBS Update Service?
The DBS Update Service allows you to keep your DBS check current and portable. Instead of applying for multiple DBS Check certificates each time you start a new job or volunteer position, you can subscribe to service and keep your standard or enhanced DBS certificates up to date for an annual fee. However, we provide the DBS update service for FREE, for users who do more than 100 DBS checks with us per annum.
Employers (or organisations who are legally allowed to request a DBS check) can verify the status of your certificate online, with your permission, to see if it’s still current using the DBS Update Service. If no new information has been found since the last check, then there’s no requirement for you to go through the entire DBS application process again—saving you both time and money.
1.2 Who Needs the DBS Update Service?
Anyone who needs a standard or enhanced DBS certificate can benefit from the DBS Update Service. Typically, these individuals work or volunteer in roles that place them in close contact with children, adults at risk, or in other roles where a detailed criminal record check is a legal requirement.
The three types of DBS workforces are:
- Child Workforce: Roles that involve working or volunteering with children.
- Adult Workforce: Roles that involve working or volunteering with adults in specific settings (e.g., healthcare, social care, or providing personal assistance).
- Other Workforce: Roles that may not fit neatly into child or adult workforces but still require a DBS check (e.g., specific licensing or certain regulated roles).
You can reuse your DBS certificate if you remain within the same workforce and require the same level and type of check (standard or enhanced) in your new position.
1.3 Key Points to Remember
- The DBS Update Service only applies to standard and enhanced DBS certificates, not basic DBS checks.
- DBS Update Service registration lasts for one year (unless you qualify for a volunteer exemption).
- You can auto-renew your DBS Update Service subscription with us, if you choose this option, the annual renewal fee will be charged to the card initially used (unless you update your payment details before the renewal date).
- For volunteer positions, there is no charge to use the DBS Update Service.
- You must keep hold of your original DBS certificate to show employers before they can do an online DBS status check.
- The service is available in English and is hosted on a secure system.
Benefits of Joining our DBS Update Service
2.1 Saves You Time and Money
Without the DBS Update Service, you might have to apply for a new DBS check every time you change jobs, even within the same workforce. Each application can be time-consuming—filling out forms, gathering the necessary documents, and then waiting for the processing to complete. With the DBS Update Service , once you are subscribed, you can carry your DBS certificate from role to role, providing quick reassurance to employers that your status is up to date.
2.2 Portability of Certificates
The DBS Update Service makes your DBS certificate portable—provided it’s the same workforce and the same type and level of check. Employers can instantly check whether your certificate is still valid, eliminating the wait and cost for a brand-new DBS check.
2.3 Instant Online Verification for Employers
Employers can conduct an online DBS status check in seconds, reducing delays in the hiring process. This is especially crucial for positions that need urgent staff cover, such as care homes or childcare facilities, where a new hire might be required as quickly as possible.
2.4 Enhanced Safeguarding Processes
Because DBS certificates are kept up to date through regular checks (weekly for new convictions, cautions, reprimands, or warnings, and every nine months for non-conviction information), safeguarding is strengthened. Any new information that arises during the DBS Update Service can quickly change the status of your certificate, alerting your employer that they may need to request a fresh DBS check.
Joining the DBS Update Service
3.1 Who Can Join?
You can only join the DBS Update Service if you are applying for or already hold a standard or enhanced DBS certificate. If you’re going through the DBS application process for the first time, or applying again after some time, you will have the option to sign up using either:
- Your DBS application form reference number (the form must be received by the DBS within 28 days of you joining).
- Your DBS certificate number, once your application has been processed and you’ve received your certificate. You must subscribe within 30 days of the date of issue printed on your certificate.
Joining with a Volunteer Certificate
If you’re applying for a DBS check as a volunteer, your subscription is free. However, if you move from a volunteer role to a paid role, you’ll need a new DBS certificate for the paid position, and you must create a new DBS Update Service subscription.
3.2 When Should You Join?
- During the application process: Use your application form reference number so your certificate can be automatically added to your DBS Update Service account once issued.
- After receiving your DBS certificate: Use the 12-digit DBS certificate number within 30 days of the ‘date of issue.’
3.3 How to Join Step by Step
- Obtain your reference number: This is either the form reference number at the top right of your paper application or, if you applied electronically (e-bulk), an e-reference number from your Registered Body.
- Visit the DBS website here: Follow the prompts to register for our DBS Update Service .
- Provide personal details: You’ll need to enter your full name, gender, date of birth, email address, and either the application form reference number or the DBS certificate number.
- Agree to terms and conditions: Read and confirm that you accept the DBS Update Service’s terms.
- Make a note of your unique subscription ID: This ID begins with the letter “C” followed by 10 digits. Keep it safe—sharing it can give others access to change your details.
- Make your payment (if applicable): If you’re not using a volunteer certificate, the cost per year is payable by debit or credit card.
- Check your DBS certificate is linked: If you joined during the application stage, the DBS will automatically add your certificate once it’s issued. If you joined after receiving the certificate, it should be immediately linked when you enter the 12-digit certificate number.
Maintaining Your DBS Update Service Subscription
4.1 Renewal Process
Your DBS Update Service subscription lasts for one year from the DBS certificate’s ‘date of issue.’ To remain continuously covered, you must renew your subscription every year. The renewal window opens 30 days before your subscription ends. You’ll receive an email reminder from info@eurocomci.co.uk so it’s wise to add that address to your safe senders list.
- Manual renewal: Log in to your DBS Update Service account and pay the fee (unless you have a volunteer certificate and still qualify for the free subscription).
- Auto-renewal: If you opted for auto-renewal when you initially subscribed, the DBS will attempt to take payment from the same card used. You can update your payment details up to 30 days before your subscription renews, if needed.
Important: If your subscription isn’t renewed by the day before your expiry date, it will lapse, and your account will close. You’ll then have to apply for a new DBS check and re-join the DBS Update Service if you want to continue benefiting from it.
4.2 Updating Personal Information
- Email, phone, or address changes: You can log into your DBS Update Service account anytime and edit these details.
- Name changes: You’ll need to apply for a new DBS check if you legally change your name, then link the new certificate to your DBS Update Service account.
Note that if you change your name and don’t obtain a new DBS certificate, any mismatch with your name on your existing certificate could result in the DBS cancelling the certificate’s link to your subscription.
4.3 Payment Details
- If you’ve opted for auto-renew, you can only change your DBS Update Service payment details within 30 days of the renewal date.
- Payment is made by credit or debit card. If you used someone else’s card originally (with their permission) and you don’t update the details, the DBS will still try to charge that same card each year.
Using Your DBS Update Service Account
5.1 What You Can Do Online
First step, go to the DBS Update Service login page, then follow with the next steps:
- Check the status of your DBS certificate(s).
- See which organisations have performed a status check on your certificate.
- Add or remove certificates, provided they are in the same name as your subscription details.
- Update your contact information.
- Cancel your subscription if you no longer need it.
- Renew your subscription when the time comes.
5.2 Adding Multiple Certificates to your DBS Update Service account
You can add as many DBS certificates as needed to your DBS Update Service account, as long as each certificate:
- Is a standard or enhanced level DBS Check.
- Belongs to the same name as your subscription account (unless it includes your old name, which must be documented on the application).
However, if you remove a certificate from your DBS Update Service account, you cannot add it back again or use it to create another DBS Update Service account.
5.3 When Might You Need Another Certificate?
Even if you’re subscribed to our DBS Update Service , some scenarios may require a new DBS certificate:
- Your new employer does not accept the DBS Update Service and insists on a fresh check.
- Your existing certificate has been removed from the DBS Update Service, perhaps due to new information being identified.
- You need a different level or type of DBS check. For example, if you previously had an enhanced check with an adults’ barred list check, but now you need to work with children and require a children’s barred list check.
- You work in a home-based position that specifically requires a new certificate for each new role.
Lost DBS Certificates and Next Steps
6.1 Keeping Your DBS Certificate Safe
The DBS does not issue replacement certificates. If you lose your DBS certificate, you won’t be able to request another copy of the same certificate. This underscores the importance of storing it securely and perhaps keeping it in a file or safe box.
6.2 If You Haven’t Received Your DBS Certificate
- Check the DBS tracking service. If it confirms your certificate was issued over 7 days ago and you still haven’t received it, call 03000 200 190.
- You can use your application reference number to join our DBS Update Service (if you’re still within 30 days of the certificate’s date of issue).
6.3 Lost Certificate and Renewals
If you can’t produce the original DBS certificate for your employer to see, they cannot complete an online status check. This means you’d need to apply for a new DBS certificate and then attach it to your DBS Update Service subscription.
Monitoring and Changes to Your Certificate Status
7.1 How the DBS Keeps Your Certificate Up to Date
The DBS regularly checks for new information associated with your record:
- Weekly checks for any new convictions, cautions, reprimands, or warnings.
- Every nine months for any non-conviction information (e.g., approved police intelligence).
If any new information is found, the status of your certificate in the DBS Update Service changes from “current” to “no longer current,” prompting the need for a new DBS check.
7.2 What Causes a Status Change?
- New convictions, cautions, reprimands, or warnings appear on your record.
- Any amendment or change to an existing conviction, caution, warning, or reprimand.
- New, relevant police information is identified (for enhanced DBS certificates).
- If you are added to a barred list (for roles that require barred list checks).
You will be contacted by a member of our team if we find any new information that affects your DBS certificate. We will then advise on the next steps, which may involve applying for a fresh DBS check.
7.3 What If Your Employer Asks for a New DBS Check?
If your status changes and your employer discovers new information through our DBS Update Service , they may require you to submit a new DBS application. If you refuse:
- Your employer might withdraw a job offer, terminate your employment, or move you to a role that doesn’t require a DBS check.
Employers and Organisations: Checking Certificate Status
8.1 How Employers Conduct a Status Check
Employers must:
- Confirm they are legally allowed to request a DBS check for the role you’re applying for.
- Have your consent to perform a status check.
- View your original DBS certificate.
- Use your 12-digit certificate reference number, plus your name and date of birth, to access our DBS Update Service and see your certificate’s status.
- Our DBS Update Service checker can check the status of multiple DBS certificates simultaneously, daily and automatically.
8.2 Possible Outcomes of a DBS Update Service Check
- “This DBS certificate did not reveal any information and remains current as no further information has been identified since its issue.” The certificate was blank (clear) when issued, and nothing new has been found since.
- “This DBS certificate remains current as no further information has been identified since its issue.” The certificate contained some information when issued, but no additional information has been found.
- “This DBS certificate is no longer current. Please apply for a new DBS check to get the most up-to-date information.” New information has come to light since the certificate was issued, so a new DBS check is required.
- “The details entered do not match those held on our system. Please check and try again.” The individual isn’t subscribed to the Update Service, or the certificate has been removed, or the employer entered incorrect information.
8.3 Withdrawing Consent
If you no longer wish an employer to carry out DBS Update status checks, simply inform them in writing. If they continue to check, you may contact us to remove the certificate from our DBS Update Service , but note that doing so prevents all organisations from checking that certificate. Persistent unauthorised checks should be reported to the Information Commissioner’s Office (ICO).
Early Confirmation Checks (If Your Status Changes)
If your certificate included a barred list check, and the status changes to “No longer current,” your employer might wish to perform an early confirmation check to see if you have been barred. This only applies if:
- You’re subscribed to the DBS Update Service.
- A recent status check shows the certificate is no longer up to date.
- You consent to the early confirmation check.
- The certificate originally included a check of one or both barred lists.
If the employer discovers you have been barred, they are likely to take immediate action, such as withdrawing a job offer or terminating employment.
Subscription Statuses Explained
10.1 Subscription Status
- New: When you join the DBS Update Service using your application form reference number (before the DBS receives your form).
- Subscribed: When your DBS certificate is added and linked to your subscription.
- Cancelled: If you opt to end your subscription manually.
- Expired: If you didn’t renew before the renewal deadline.
10.2 Application Status
- Received: The DBS has received your application form.
- Not received: The DBS hasn’t yet received your application.
- Printed: Your DBS certificate has been printed and is on its way to you.
10.3 Update Status (for the DBS Certificate)
- Non-blank/No New Info: Your certificate has information, but there’s been no update; it remains current.
- Blank/No New Info: Your certificate is clear and remains current.
- New Info: The certificate is no longer current—new information has come to light.
Common Issues and Troubleshooting
11.1 Problems Logging In
You might be unable to log in if:
- You’re using an outdated browser.
- You entered the wrong details (check your username, password, or unique subscription ID carefully).
- Your DBS Update Service subscription lapsed because you didn’t renew in time.
- You subscribed to the DBS Update Service with your application form reference but the DBS did not receive your application within 28 days—in this case, your subscription is cancelled, and you’ll receive a refund.
11.2 Manual Certificates
Sometimes a manual DBS certificate is issued if the system can’t automatically generate one. These manual certificates cannot be used to join the DBS Update Service. You would need to apply for a new DBS check if you want to subscribe.
11.3 Filtering Rules
From time to time, old or minor convictions might be “filtered out” of a DBS check, meaning they no longer appear. If filtering occurs while you’re subscribed, the removal of information does not trigger a status change. A status change only occurs if new information is added (e.g., new conviction or barred listing), not when old information is taken away. If you wish to have a certificate that does not show filtered information, you’ll need to apply for a new DBS check.
Cancelling Your DBS Update Service Subscription
You can cancel your subscription at any time by logging into your account. However, note:
- No Refund: The annual fee is non-refundable if you voluntarily cancel.
- Automatic Removal: Once your subscription ends, any certificates linked to that subscription are removed from the DBS Update Service database. Employers can no longer perform any status checks on them.
- Re-Subscribing: If you later need the DBS Update Service, you’ll have to apply for a new DBS certificate and then join again.
Key Points About Moving from Volunteer to Paid Work
- A volunteer DBS certificate is free to link to the DBS Update Service, but only applies to volunteer roles.
- If you transition into a paid position, you must:
- Apply for a new DBS check suitable for paid employment.
- Rejoin the DBS Update Service, this time paying the annual fee.
- Keep your new (paid) DBS certificate to show prospective employers.
You cannot attach a paid DBS certificate to a free volunteer-based Update Service subscription. But, you can add a volunteer certificate to an existing paid subscription.
Frequently Asked Questions
-
Do I have to join the DBS Update Service?
It’s not mandatory by law. However, some employers may require that you do so as a condition of employment. -
Can my employer reimburse the annual fee?
Yes, if your employer covers the DBS Update Service subscription fee, it won’t be subject to income tax (as per HMRC exemptions). -
How do I reset my DBS Update Service subscription ID if I lose it?
Call 03000 200 190. Keep in mind, your subscription ID is crucial for accessing your online account. -
What if I’m a transgender applicant worried about revealing my previous identity?
The DBS has processes in place to protect your previous identity. Contact us for more advice. -
What if my new certificate shows new information?
You can choose whether to show it to your employer, but refusal could lead to losing your job offer or even existing employment, since they have the right to withdraw if you cannot demonstrate a clear, valid certificate.
Conclusion
The DBS Update Service represents a significant step forward in making criminal record checks more efficient, cost-effective, and flexible. By subscribing, you’re able to present an up-to-date DBS certificate to potential employers quickly, avoiding repeated applications and the associated waiting times. Employers also benefit from instant status checks, which streamline the hiring process and keep everyone safe by ensuring critical roles are filled promptly and responsibly.
Final Checklist for Joining and Maintaining Your DBS Update Service Subscription:
- Check Eligibility: You have a standard or enhanced DBS certificate or are currently applying for one.
- Meet the Deadlines:
- Within 30 days of your certificate being issued, or
- Within 28 days of subscribing with your application reference number if the DBS hasn’t yet received your form.
- Keep Your DBS Certificate Safe: You’ll need the original for employers to verify before performing an online status check.
- Stay on Top of Renewals: Mark your calendar for 30 days before your DBS Update Service subscription expires to avoid lapses.
- Update Personal Information: Immediately notify us of any changes to your contact details or name.
- Report Changes: If your certificate status changes, stay informed and consult with your employer as needed.
- Retain Documentation: Keep a record of your unique subscription ID (starting with “C”) and relevant reference numbers.
If you have any further questions about the DBS Update Service or need help troubleshooting, contact us.
