DBS Check Consent Form Template (UK)
Updated on 9 August 2026
The US model of a private consumer-reporting agency and an FCRA disclosure form doesn't transfer to the UK. Criminal-record checks for employment here run through the Disclosure and Barring Service (DBS), a government service with three distinct check levels — Basic, Standard and Enhanced — each disclosing different information and each with its own eligibility rule for who can legally request it.
This template is a consent and application-support form built around that structure: it records which level is being requested, confirms the role qualifies for that level under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 where relevant, collects the identifying information the DBS application actually needs, and gives the applicant a UK GDPR-consistent notice — rather than adapting a US FCRA-style disclosure that describes a different process entirely.
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DBS Check Consent Form
- Organisation:
- Role:
- Check level requested:
This check may be requested for any role or purpose, as a Basic check discloses only unspent convictions and cautions.
Applicant identification
- Full legal name:
- Previous names:
- Date of birth:
- Current address:
- Previous address:
Consent
I understand that a DBS check will be requested using the information I have provided above, and I consent to this check being carried out for the purpose of the role stated.
Data notice
will use the result of this check only for the purpose stated above, will retain it for , and will handle it as criminal-offence data under UK data-protection law.
Applicant
Date:
Know the three DBS levels and what each one shows
A Basic check shows unspent convictions and conditional cautions only, and can be requested by or for anyone, for any purpose — increasingly, applicants can also get their own Basic check directly. A Standard check adds spent convictions, cautions, reprimands and warnings, but can only be requested for roles that fall within the Exceptions Order to the Rehabilitation of Offenders Act 1974 — certain financial, legal, medical and other regulated positions. An Enhanced check includes everything in a Standard check plus relevant information held locally by police forces, and is generally reserved for roles working closely with children or vulnerable adults; some Enhanced checks also include a check against the DBS barred lists.
Requesting a Standard or Enhanced check for a role that doesn't qualify under the Exceptions Order isn't just unnecessary — it isn't something the employer is legally entitled to ask for. This template makes the level and the role's eligibility an explicit, recorded decision rather than a default choice.
Use a Registered Body for Standard and Enhanced checks
Unlike a Basic check, which an individual can apply for directly, Standard and Enhanced checks generally need to go through an organisation registered with the DBS (a Registered Body) or an umbrella body acting on behalf of one. This template records which Registered Body is handling the application, so the applicant knows who is actually processing their data, not just who requested the check.
Keep the consent genuinely informed
The applicant should understand what level of check is being requested, why the role qualifies for it, what information that level can disclose, and how the result will be used and retained — rather than signing a generic consent that doesn't distinguish between a Basic check for a general role and an Enhanced check with a barred-list check for a role working with children.
Give a UK GDPR data notice
Criminal-offence data is a special category under UK data-protection law, carrying its own processing conditions beyond ordinary personal data. A short notice on the form covering the purpose of processing, how long the result will be retained, and who will see it is both good practice and consistent with the DBS's own code of practice on handling disclosure information.
Section-by-section guide
- Check level and role
- States which DBS level is being requested and the role it relates to.
- Eligibility statement
- Confirms the role qualifies for a Standard or Enhanced check under the Exceptions Order, where applicable.
- Registered Body
- Names the Registered Body or umbrella body processing the application.
- Applicant identification
- Collects the identifying information the DBS application requires.
- Consent
- The applicant's informed consent to the specific level of check requested.
- Data notice
- States how the result will be used, retained and disposed of.
UK compliance checklist
DBS eligibility rules are role-specific — confirm the current position for your role before requesting a Standard or Enhanced check.
Confirm the role's eligibility for the level requested
Standard and Enhanced checks can only lawfully be requested for roles within the scope of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975; a Basic check can be requested for any role or purpose.
Use a Registered Body for Standard/Enhanced applications
These checks generally must be countersigned or submitted through an organisation registered with the DBS, or an umbrella body acting on its behalf.
Handle criminal-offence data as a special category
Criminal-offence data carries its own processing conditions under UK data-protection law beyond those for ordinary personal data; confirm your organisation's lawful basis and retention policy before processing DBS results.
Follow a fair process if a check discloses information
Give the applicant an opportunity to explain any disclosed information before making a final decision, rather than acting on the disclosure alone.
How to complete the form
- Choose the check level. Select Basic, Standard or Enhanced based on the role's actual requirements.
- Confirm eligibility. For Standard or Enhanced, confirm the role falls within the Exceptions Order.
- Name the Registered Body. Record who is processing the application.
- Collect identifying information. Add the applicant's name, previous names, date of birth and addresses.
- Obtain signed consent. Have the applicant sign to consent to the specific check level.
Frequently asked questions
What's the difference between Basic, Standard and Enhanced DBS checks?
A Basic check shows unspent convictions only and can be requested for any role. A Standard check adds spent convictions and cautions but is restricted to roles within the Exceptions Order. An Enhanced check adds relevant local police information and, for some roles, a barred-list check, and is generally used for roles working closely with children or vulnerable adults.
Can I request a Standard or Enhanced check for any job?
No. These levels can only be legally requested for roles that fall within the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Requesting one outside that scope isn't something the role entitles the employer to do.
Can an applicant apply for their own DBS check?
For a Basic check, yes — an individual can apply directly. Standard and Enhanced checks generally need to go through an organisation registered with the DBS or an umbrella body acting on its behalf.
Is criminal-record information treated differently from other personal data?
Yes. Criminal-offence data is a special category under UK data-protection law with its own processing conditions, separate from ordinary personal data.
What should we do if a DBS check reveals something?
Give the applicant a fair opportunity to explain the disclosed information before making a final decision, rather than acting on the disclosure alone.
Can we reuse an old DBS certificate for a new role?
Only if the applicant is subscribed to the DBS Update Service and the new role requires the same or a lower level of check on the same workforce type — otherwise a fresh application is generally needed, since a DBS certificate is a point-in-time record.
Who actually sees the result of the check?
Limit access to people who genuinely need it for the hiring decision, and avoid circulating a certificate or its contents more widely than necessary — this is part of treating criminal-offence data as a special category rather than routine HR paperwork.
Related templates
Disclaimer
This template and guide are for general information only. They are not legal advice, and no solicitor or the DBS has reviewed or approved them. DBS eligibility and process requirements are role-specific and can change; confirm the current rules directly with the DBS before relying on this document.
