Criminal record check

Start with the role and the correct national system

A criminal record check can support a recruitment or suitability decision, but the service and check level depend on where that decision is made and what the role is eligible for. DBS covers England and Wales, Disclosure Scotland covers Scotland, and AccessNI covers Northern Ireland.

For standard and enhanced checks, use the system for where the suitability decision is made, not simply where the applicant lives. For a basic check requested by an employer, the role's location determines the route. The cross-UK government guide explains the boundary and exceptions.

Ask only for a level the role permits

A basic check is different from a standard, enhanced or barred-list check. More detailed checks are available only for eligible roles and activities. Do not request a higher level because it feels safer or because a similar role elsewhere receives one.

Before advertising the post, identify the work being done, the workforce involved and the legal eligibility route. Use the current official checker for the role. A UK check also does not normally provide a complete record of time lived overseas, so handle any overseas evidence as a separate, proportionate decision.

The GOV.UK role guidance summarises the England and Wales levels and points to the separate Scottish and Northern Irish systems.

Treat the result as restricted recruitment data

Tell the applicant what check is required and why, and identify the lawful basis and criminal-offence-data condition before vetting. The ICO's recruitment guidance says checks should be necessary and proportionate to the role, with the process explained to candidates.

Limit access to the people making the suitability decision, record only the outcome and reasoning needed for that decision, and apply a deliberate retention period. The DBS handling guidance requires secure handling and restricted access to certificate information. Do not circulate certificates or copy sensitive detail into general interview notes.

A disclosed record does not automatically decide whether someone is suitable. Assess what the lawful check shows against the role, follow any sector rules and keep the reasoning focused on the work rather than making a blanket judgement about the person.