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Handling DBS Information Policy

Date policy issued: September 2026

This policy will be reviewed every 12 months (as a minimum).

Review due date: September 2027

1. Introduction

As an education recruitment agency, Milk Education is committed to safeguarding children, young people, and vulnerable adults. One of the key elements of ensuring safe recruitment is Disclosure and Barring Service (DBS) checks for all candidates placed within educational settings. This policy outlines how Milk Education will handle, store, and manage DBS information to ensure compliance with legal requirements, confidentiality, and the safety of all individuals involved.

2. Scope

The purpose of this policy is to:

  • Ensure that DBS checks are carried out in compliance with the relevant legal frameworks.
  • Safeguard the privacy and confidentiality of individuals’ DBS information.
  • Protect children, young people, and vulnerable adults in the educational settings where our candidates are placed.
  • Provide guidance on how DBS information should be managed, stored, and disposed of securely.

3. Legal Framework

This policy is governed by the following legislation and guidance:

4. DBS Checks Overview

DBS checks are essential for safeguarding and ensuring that individuals working with children or vulnerable adults are suitable for such roles. These checks are carried out to identify any criminal convictions, cautions, warnings, reprimands, or other relevant information that may indicate a risk to vulnerable individuals.

There are three types of DBS checks:

  • Basic DBS Check: A check on the individual’s criminal history.
  • Standard DBS Check: Includes details of spent and unspent convictions, cautions, reprimands, and warnings.
  • Enhanced DBS Check: Includes all of the above, plus additional information from local police records where relevant.

Enhanced with Barred List checks are undertaken by Milk Education, as these are required for those who will be working in regulated activity with children or vulnerable adults.

5. Application Process for DBS Checks

DBS checks are mandatory for all candidates placed within educational institutions or working with children, young people, or vulnerable adults. The application process includes:

  • Candidate Consent: All candidates must provide written consent for a DBS check to be carried out as part of their recruitment process. Consent must be obtained before submitting the application.
  • DBS Application: The agency will facilitate the application process, ensuring the correct level of check is requested based on the role the candidate is applying for.
  • Identity Verification: Before submitting the application, Milk Education will verify the candidate’s identity to ensure the DBS check is accurate and relevant.

6. Communication Channels

6.1 Receiving DBS Information

When the DBS certificate is received, it is reviewed by designated individual(s) within the agency to assess whether the individual is suitable to work in the role for which they have been recruited. The information will be reviewed based on the nature of the conviction(s), the type of role, and the safeguarding risk.

6.2 Assessing DBS Information

Rehabilitation of Offenders Act 1974: The agency will ensure that DBS checks are conducted in accordance with this Act, considering whether a conviction is ‘spent’ or not. Convictions deemed spent cannot be disclosed under certain circumstances, and the agency will respect this during assessment.

Suitability for Role: The agency will assess any disclosures on a case-by-case basis, considering factors such as:

  • The nature of the offense.
  • The length of time since the offense occurred.
  • The relevance of the offense to the role.
  • The candidate’s rehabilitation and references.

The DBS information will only be considered relevant if it pertains to offenses that might impact the candidate’s ability to work with children, young people, or vulnerable adults.

6.3 Confidentiality and Security

DBS information is highly sensitive and must be handled with the utmost care. The following measures will be taken to ensure confidentiality:

  • Storage of Information: All DBS certificates and related information will be stored securely in a locked, access-controlled environment within a secure database.
  • Access to DBS Information: Access to DBS information will be restricted to authorised personnel only, who have a legitimate need to assess the information for recruitment purposes.
  • Disclosure of DBS Information: DBS information will only be disclosed to those who need to know, such as the hiring manager or relevant safeguarding authority. Any sharing of DBS information will be done in line with relevant data protection laws.

6.4 Storing DBS Information

DBS information will be stored in a manner that ensures confidentiality and security:

  • Electronic Storage: DBS certificates and any related documentation will be stored in a secure, encrypted electronic database where access is limited to authorised personnel only.
  • The agency will ensure that DBS information is retained only for as long as necessary to fulfil legal or regulatory requirements and is disposed of securely once it is no longer required.

6.5 Disposing of DBS Information

Once DBS information is no longer required, it must be disposed of securely. The agency will ensure that:

  • Electronic Records: Any electronic records containing DBS information are permanently deleted from all systems, with the data securely wiped.

7. Candidate Queries and Support

In line with legal requirements and best practice, Milk Education will retain DBS information for no longer than is necessary. Typically, DBS information will be retained for a period of one year following the recruitment decision.

After this period, if the candidate has not been placed, or the information is no longer necessary, it will be securely disposed of. Milk Education may, from time to time, retain a DBS document for longer; if this is the case, the candidate will be informed of the reason why.

8. Data Protection and Rights of Individuals

Under the Data Protection Act 2018 and General Data Protection Regulation (GDPR), candidates have the right to:

  • Access: Candidates have the right to request a copy of their DBS information.
  • Rectification: If the information contained on the DBS certificate is inaccurate, the individual may request that it be corrected.
  • Erasure: Once the DBS information is no longer needed, it will be securely erased in accordance with the agency’s data retention policy.

Any candidate concerned about the handling of their DBS information should contact the designated Data Protection Officer (DPO) for further guidance.

9. DBS Update Service

Candidates placed by Milk Education will be encouraged to subscribe to the DBS Update Service, which allows an individual to keep their DBS check up to date and enables employers to check the status of a DBS certificate without requesting a new check.

The agency may, with the candidate’s consent, verify the status of a DBS certificate through the Update Service to ensure continued suitability for the role on a rolling 12-week basis.

10. Disclosure of DBS Information to Educational Institutions

When placing a candidate in an educational setting, Milk Education will provide the institution with confirmation that a DBS check has been carried out and that the candidate is suitable to work in the role.

In some cases, Milk Education may also disclose the details of the DBS check to the institution, provided this complies with data protection laws and with the candidate’s consent.

11. Review of Policy

This policy will be reviewed annually or whenever there are significant changes in legislation or best practice guidelines. All staff and relevant stakeholders will be informed of any updates or changes.

Contact Information

For questions regarding this policy or to discuss specific communication-related concerns, please contact Milk Education – info@milk-education.co.uk.

This policy ensures that Milk Education maintains effective and respectful communication with candidates, aligning with best practices and legal requirements in the recruitment of education.