DBS Enhanced Checks for Every Carer

This policy is part of our governance and compliance framework, which ensures every aspect of our care meets the highest standards.

Enhanced DBS Is the Highest Level of Check for Care Work

There are different levels of DBS check. We use the Enhanced DBS check with an Adults’ Barred List check — this is the highest level available for people working in regulated activity with vulnerable adults. It searches criminal records, cautions, reprimands, warnings and any information held by local police that is relevant to the role.

Regulated activity means work that involves direct personal care, healthcare or close contact with vulnerable people. Every role at SW Care falls within this definition. That is why every team member undergoes the same thorough level of screening.

A Positive Disclosure Does Not Mean Automatic Rejection

If a DBS check reveals a criminal record, it does not automatically mean the person cannot work for us. Under the Rehabilitation of Offenders Act 1974, some offences become “spent” after a set period, and people deserve the chance to move forward.

When a positive disclosure occurs, Stacey Cole — our Registered Manager — conducts a thorough risk assessment. This considers the nature and age of the offence, whether it is relevant to working with vulnerable adults and whether the person poses any current risk. The safety of the people we support always comes first, but we also believe in fair treatment.

Overseas Applicants Undergo Additional Screening

A DBS check only covers criminal records held in the United Kingdom. If someone has lived outside the UK for 12 months or more in the last 10 years (while aged 18 or over), we require an overseas criminal record check from every country they have lived in. This ensures there are no gaps in the screening process.

This extra step matters. It means that regardless of where a care worker has lived or worked before, the same level of scrutiny applies. Families can be confident that their carer’s background has been fully checked.

DBS Records Are Stored Securely and Destroyed on Schedule

DBS certificates contain sensitive personal information. We handle them in line with the Data Protection Act 2018 and the DBS Code of Practice. Certificates are stored in locked containers with restricted access. Only authorised staff can view them, and they are securely destroyed within 6 to 12 months of the recruitment decision.

We never keep DBS certificates longer than necessary, and we never share the information on them without proper authorisation. This protects both our care workers and the people they support.

The DBS Update Service Keeps Checks Current

A standard DBS check is a snapshot of one moment in time. To keep things current, some of our staff may be required to subscribe to the DBS Update Service. This allows us to run status checks at any time, confirming that no new information has been recorded since the original certificate was issued.

This means we do not rely on a single check done years ago. We can verify that the information remains accurate whenever we need to, giving families ongoing reassurance.

We Have a Legal Duty to Refer When Necessary

If a member of staff is dismissed or removed from their role because they have harmed — or pose a risk of harm to — a vulnerable person, we have a legal duty to refer them to the DBS. This referral places them on the barred list, preventing them from working in regulated activity with vulnerable adults elsewhere.

This is not a step we take lightly, but it is one we take seriously. Safeguarding does not stop at our front door. If someone is unsuitable to work in care, other providers need to know.

The Legal Framework Behind DBS Screening

Our DBS policy is built on clear legal foundations:

• Safeguarding Vulnerable Groups Act 2006 — establishes the barred lists and defines regulated activity
• Rehabilitation of Offenders Act 1974 — sets out when convictions become spent and can be disregarded
• Data Protection Act 2018 — governs how we store and handle DBS certificate information

Our DBS policies are managed by QCS (Quality Compliance Systems) and are reviewed regularly to keep pace with changes in law and best practice.

What This Means for Your Family

Every person who enters your home through SW Care has been through the highest level of criminal record screening available. Their records are securely stored, regularly reviewed and handled with the same care we give to every aspect of our service. If you ever have questions about our DBS process, Stacey Cole is happy to explain how it works.

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