Common Questions

What is a Disclosure?

A disclosure is a document containing information held by police and government departments. It can be used by employers, universities and voluntary organisations to make safer recruitment decisions.

The disclosure service offers organisations a means to check the background of applicants to ensure that they do not have a history that would make them unsuitable for posts they are trying to fill. Disclosures will provide details of an individual's criminal record including convictions, cautions, reprimands and warnings held on the Police National Computer (PNC). Depending on the position, disclosures may also contain details held by the local police force and from the lists of individuals known to be barred from work with children or adults.

What sort of disclosure do I need?

The type of disclosure you need will depend on the nature of your role. Enhanced and enhanced with barred list disclosures are for individuals in regulated activity working with children and adults. Only certain positions are entitled to a standard disclosure. The standard check is available for duties, positions and licences included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. For example, court officers, Security Industry Authority licences, certain financial and legal professionals on entry to the profession and for work for an adoption/fostering service or agency. You may be asked to obtain a basic disclosure for any other role.

How do I apply for a disclosure?

To apply for a disclosure you should contact your recruiting organisation who will make arrangements for you to complete your application.

What information will I be required to include on my disclosure form?

In completing the form you are required to include:

• your full name, and any other name(s) that you may have been known by
• details of addresses where you have lived during the past five years
• your date and place of birth
• your national insurance number
• you will be required to provide personal identification documents including items such as your passport and/or driving licence.

The information requested is required by the Disclosure and Barring Service (DBS) to ensure that they are able to confirm and verify your true identity and current address. You should note that in providing this service, the DBS and your recruiting organisation are committed to compliance with the GDPR and Data Protection Act 2018. This means that any personal information submitted will be protected. For more information about data protection please see the link in the menu area.

What happens when I have completed my online disclosure application form?

You will be asked to complete an online disclosure application form and to meet with your recruiting organisation or other approved ID checking service e.g. the Post Office to conduct a face-to-face identity check. There will be clear instructions both in the emails that you receive from us as well as within the system. You will also need to provide your consent for us to process your application and submit it to the DBS for processing. Your details will be submitted electronically via a secure portal.

Who will receive my disclosure certificate?

You will receive a physical disclosure certificate in the post from the DBS. It will be sent to the current address as stated on your application. Your recruiting organisation will not receive a copy of your certificate but they will be required to see yours. Once received, you must show your employer your original certificate to enable them to make a recruitment decision. Your recruiting organisation may make a copy of your certificate to keep for their records but it will be stored in accordance with the DBS Code of Practice and only seen by relevant staff.

Can I challenge the information on my disclosure certificate if it is incorrect?

Yes. If you believe the personal information on your DBS disclosure certificate is incorrect, please contact the DBS on 03000 200 190 or 0151 676 1953 alternatively, you can complete Section A of the 'Certificate Dispute Form'. If you wish to challenge information relating to criminal records or other information disclosed, the dispute must be made in writing and Section B of the 'Certificate Dispute Form' must be completed. The form can be found on the DBS website via www.gov.uk/dbs.

You should also advise your recruiting organisation if you are disputing the information on your disclosure certificate, so they are aware of additional delays in seeing your certificate.

How long will my disclosure be valid?

Disclosure certificates have no validity period as each certificate will only contain current information up until the date it was printed. Therefore, the older the certificate, the less accurate it is likely to be.

However, standard or enhanced DBS check applicants can choose to subscribe to the DBS Update Service for £16.00 per year; the Update Service is free for volunteers. This allows applicants to take their disclosure result from role to role within the same workforce, without having to carry out a new check every time. Applicants will give permission to their employer who can carry out a free instant check which will confirm if the certificate is current and up to date.

There is currently no Update Service facility for basic DBS checks.

What if I already have a disclosure?

For DBS standard and enhanced check applicants, if you have already subscribed to the Update Service and the role you are applying for is within the same workforce as your existing DBS check (i.e. children, adults or both), please contact your recruiting organisation. If you are not a member of the Update Service, your recruiting organisation may request you to carry out a new DBS check.

If I have a criminal record will I be able to be appointed?

Your recruiting organisation aims, as part of its approach to valuing diversity, to promote equality of opportunity for all and has an open-minded recruitment policy in relation to employing people with past convictions. At the same time, however, vulnerable client groups must be protected, and a safe working environment provided for all employees. Having a criminal record will not necessarily bar you from being appointed to a position.

However, any information contained on your disclosure certificate would require further consideration by your recruiting organisation before any recruitment decision could be made. All such cases are fully and fairly considered before a final decision is reached and your recruiting organisation would normally provide you with the opportunity to discuss the circumstances of the information revealed in person. For further information regarding how such cases are considered, please contact your recruiting organisation using the information provided in the Contact Us page of this site.

Further Information

If you need any further information about disclosure applications for roles in England and Wales please visit Direct.gov: https://www.gov.uk/government/organisations/disclosure-and-barring-service