DBS Update Service

If you are not already signed up to the DBS update service, we will encourage you to do so.

The Update Service is an online subscription service that lets you keep your enhanced DBS certificate up-to-date. It also allows employers to check a certificate online, with your consent. You can use your certificate again when you apply for a position within the same workforce, where the same type and level of check is required so you will not have to wait for your DBS to come through in the future. 

The service costs £13 per year and starts from the date your DBS certificate was issued and last for a year. The £13 fee is payable by debit or credit card only and you can select to auto renew your subscription each year.

If you haven’t opted to automatically renew, you will need to log in to your account and make a payment within 30 days before your subscription ends. You will receive an email reminder 30 calendar days before your subscription is due to expire. The email will be sent from donotreply@dbs.gov.uk - you should add this address to your ‘safe senders’ or ‘safe recipients’ list. If your subscription has not been renewed 14 days before the expiry date, you will receive a reminder letter too.

You can use someone else’s card with their permission. However if you use someone else’s card and you select the annual ‘auto renew’ option, the DBS will attempt to take the annual renewal fee from the card used to initially subscribe.

The Update Service site is hosted on a secure system and is available in both English and Welsh.

Benefits of joining:

  • saves you time and money
  • you can take your DBS certificate from role to role (if within the same workforce, where the same type and level of check is required)
  • employers can carry out instant online status checks on DBS certificates that are linked to your subscription
  • the service enhances safeguarding processes

Here is a Home Office video which details the benefits of joining.

 

Joining the Update Service

Only applicants that apply for a DBS check can join the Update Service.

If you are joining the Update Service when you apply for a DBS check, or during the application process, you can join using your DBS application form reference number. This can be found in the top right-hand corner of the front page of the application form, or you can ask the person who submits your application for it.

If you join the Update Service using your application form reference number as mentioned above, your application must be received by the DBS within 28 days of you joining. When your DBS certificate is issued, it will then be automatically added to your account and your subscription to the service will be live.

You can also join the Update Service when you receive your DBS certificate, by using your certificate number. If you choose to do this, you must join the Update Service within 30 days of the ‘date of issue’ displayed on your certificate.

If you applied for a DBS check through an e-bulk Registered Body, you can join the Update Service using your e-reference whilst your check is being processed. The e-bulk provider will be able to provide your e-reference number.

You can also use your DBS certificate number within 30 calendar days from the ’date of issue’ displayed on your certificate.

If you want to join the Update Service from overseas, the same processes as above apply.

What information you will need to join the Update Service

  • name
  • gender
  • date of birth
  • email address
  • application form reference, e-reference number or your DBS certificate number
  • a payment card for the Update Service fee, if applicable

Your personal details must match those on your application form or the DBS certificate that you are using to join the Update Service.

You will also need to read and agree to the terms and conditions of the service.

If you have joined with your DBS application form reference number, your subscription will start from the ‘date of issue’ displayed on your DBS certificate.

Make a note of your unique ID

When you join the Update Service, you need to make a note of your unique subscription ID number and keep it secure. This ID begins with the letter C and is followed with 10 randomly selected numbers. You shouldn’t share this subscription ID number with anyone else, because you will use it to access your Update Service account online.

Anybody who has access to this number will be able to view the status of your certificates and may amend your contact details without your knowledge or permission.

DBS reference number(s) and unique subscription ID

To find out your application form reference number, please call us on 01782 262731.

The 12-digit DBS certificate number can be found on the top right-hand side of your DBS certificate.

If you forget your unique subscription ID number, call the DBS Update Service on 03000 200 190.

What you can do with your Update Service account

When you join the Update Service you will be able to:

  • view the reference details of any applications and/or DBS certificates linked to your subscription
  • view the status of any DBS certificate linked to your subscription
  • amend your contact details
  • add and remove applications and DBS certificates
  • view the details of any organisations that have made a status check of your DBS certificates
  • cancel your subscription
  • renew your subscription (The Update Service will email you 30 days before your subscription expires)
  • view the status and expiration date of your subscription

All applications and DBS certificates attached to your subscription must be in the same name. If you change your name you can link a new DBS certificate to your subscription, if your previous name is listed on the DBS certificate application.

You can add as many DBS certificates you need to your Update Service account.

If you remove a certificate, you can’t add it again or use it to create another Update Service account.

If you do need more than one than one DBS certificate, it could be because:

  • your employer has taken the decision not to use the Update Service for status checks
  • information on your DBS certificate has been updated and is no longer current, and your certificate has been removed from the Update Service
  • your existing or new employer may need another level or type of DBS certificate, different to the one you have e.g. you may have an enhanced with an adults’ barred list check, but you need an enhanced with a children’s barred list check
  • you are working in a role listed in the home-based positions guide and you do this work in your own home

Monitoring certificate status

When you add your DBS certificate to the Update Service, the DBS will keep your certificate up-to-date by regularly searching to see if any new information has come to light since its issue.

If new information is identified when we carry out the checks, you will receive a letter notifying you of the change and advising you of what to do next.

Your DBS certificate status will change if:

For all DBS certificates:

  • new convictions, cautions, reprimands or warnings are identified
  • any amendment or change to a current conviction, caution, warning or reprimand are identified

For all enhanced DBS certificates:

  • new convictions, cautions, reprimands or warnings are identified; or
  • any amendment or change to a current conviction, caution, warning or reprimand are identified
  • any new, relevant police information is identified

For enhanced certificates with a barred list check(s):

  • you are added to the barred list(s) that have been checked as part of an enhanced DBS certificate
  • any amendment or change to a current conviction, caution, warning or reprimand are identified
  • any new, relevant police information is identified
  • you are added to the barred list(s) that have been checked as part of an enhanced DBS check

You can log in to your account and check the status of your certificate at any time. You can also see a list of any employers/organisations that have checked your certificate status and how many times they have checked.

If your certificate status changes and you don’t think it should have, phone the DBS Update Service on 03000 200 190 and we’ll investigate to find out what has happened.

Certificate status changes

We will notify you if your status changes on a certificate that is linked to the Update Service.

In these circumstances, we advise you to consider whether you need to discuss the basis for the status change with your employer or volunteer organisation.

If your employer asks that you get another DBS check because new information has come to light, it is a matter between you and your employer. If you do not apply for another DBS check your employer may withdraw their offer of employment, terminate your employment or move you to another job which does not require a DBS check.

If your new DBS certificate contains new information, showing this to your employer is a matter between you and them. If you do not show your new DBS certificate to your employer they may withdraw their offer of employment, terminate your employment or move you to another job which does not require a DBS check. If you don’t show them your new updated DBS certificate within 28 days of receiving it, the person that countersigned the application may be entitled to request a copy from us.

If your certificate status changed because you were convicted of an offence or were placed on a barred list(s) but you have had this removed after appealing, the status change will remain. You will need to apply for a new DBS check because your current certificate is no longer valid.

Update frequency

When a person adds their DBS certificate to their Update Service account the DBS will keep their DBS certificate up-to-date by regularly searching to see if any new information has come to light since its issue.

Criminal record conviction and barring information will be searched on a weekly basis for updates, as this information can change frequently.

Non-conviction information will be searched every nine months for updates, as it isn’t released on many DBS certificates and changes infrequently.

These conditions are based on the number of DBS certificates which reveal this type of information, alongside the likely risk of new information coming to light in the time-periods given, and the cost of checking for changes.

For further information about the DBS Update Service please visit the Disclosure and Barring Service DBS Update Service guide here.