Basic DBS checks

How digital innovation is changing the application journey

Retail is a fast moving, people facing industry. You are often recruiting at pace, across multiple locations, with seasonal spikes and high staff turnover in some roles. At the same time, many retail jobs involve access to customers, cash, stock, payment systems, keys, or lone working.

That is why Basic DBS checks can be a useful part of safer recruitment. And thanks to recent digital improvements, applying for them is becoming quicker, simpler, and more transparent for both applicants and employers.

What is a Basic DBS Check?

A Basic DBS check is a criminal record check provided by the Disclosure and Barring Service. It reveals any unspent convictions or conditional cautions an individual may have, as defined by the Rehabilitation of Offenders Act 1974. Unlike Standard or Enhanced DBS checks, which are reserved for roles involving regulated activity with children or vulnerable adults, a Basic DBS check can be requested for any role and by anyone aged 16 or over.

Employers can ask candidates to apply for their own Basic DBS check or use a Responsible Organisation to process checks on their behalf. The process is quick. 88% of checks are completed within 48 hours and they are affordable, currently costing £21.50 per check.

Digital innovation

The Basic Digital Service has been modernised in ways that make the user journey more secure and efficient. For example, the integration of GOV.UK One Login has been described by the Government Digital Service as improving verification success and reducing the average time to submit a Basic DBS application. For retail employers, that matters because anything that reduces friction for applicants can help you fill vacancies faster, while still taking proportionate safeguarding steps.

Streamlined payments

One practical change that can make a big difference in high volume retail recruitment is the ‘pay later’ option. This removes friction and reduces admin. If an applicant is paying for their own Basic DBS check, they can pay during the application. But if someone else is paying, such as an employer, the applicant can choose the pay later option. They receive a payment link by email which they can forward to the employer to complete payment. The application is not processed until payment is made.

Why retail teams like this option:

Secure digital check result access

Another major improvement is the ability to view and share Basic DBS outcomes digitally in appropriate cases. If the applicant applies directly using the online route, GOV.UK explains that they can view the result online if it does not feature conviction information. They will also receive a share code to enable a third party to view the online result, again where the result does not feature conviction information.

There is also established DBS online account functionality that supports sharing access to view a certificate using a unique consent code, with guidance on granting one time access or multi use access via the DBS online account journey.

This is helpful for retailers because it can:

Why these changes matter for safeguarding in retail settings

Safeguarding in retail is not only about children or regulated activity. It is about reducing avoidable risk in customer facing environments, for example:

A Basic DBS check gives you sight of unspent conviction information so you can make a more informed decision about suitability for the specific role. It should sit alongside, not replace, other good recruitment practices like references, right to work checks, structured interviews, and clear supervision.

Just as importantly, the digital changes help make safer recruitment easier to do at scale. When the process is simple, secure, and quick, it is more likely to be applied consistently across stores and regions.

Why these changes matter for safeguarding in retail settings

Digital does not remove your responsibilities. DBS guidance for employers highlights the importance of the Code of Practice, fair use of information, and secure handling and storage, typically keeping DBS certificate information no longer than 6 months.

In practice, retail employers should aim to:

Conclusion

Basic DBS checks are becoming more digitally enabled, with smoother identity journeys, simpler payment options, and faster ways to view and share outcomes where appropriate.

These changes help you move quickly without cutting corners, and they support safer, more consistent recruitment across customer facing teams.

Watch our video for more information on Basic DBS checks and the benefits for your organisation.