Employees With Access to Data: Do They Need a DBS Check?

In many organisations, employees with access to data may be able to view sensitive information – for example, personal information on clients, customers or patients. 

This may seem like the kind of role that should involve a DBS Check. However, this isn’t necessarily the case.

If your organisation has employees with access to data, read on to find out whether they need to have DBS Checks.

employees with access to data

Employees with access to data: Can they have an Enhanced Check?

 

An Enhanced Check is the highest level of DBS Check available. 

This type of check will show any spent or unspent convictions, cautions, reprimands or warnings the applicant has, as well as any relevant information held by local police. It may also include a check of the children’s and/or adults’ barred list.

To qualify for an Enhanced Check, the applicant must meet specific eligibility requirements.  

Having access to data doesn’t meet the eligibility criteria for an Enhanced Check on its own. So unless they meet the criteria in another way, employees with access to data won’t be eligible for an Enhanced Check. 

 

How about Standard Checks?

 

A Standard Check will show whether the applicant has any spent or unspent convictions, cautions, reprimands or warnings.

When it comes to employees with access to data, the same rules apply for Standard Checks as Enhanced Checks. 

Having access to data wouldn’t in itself qualify an employee for a check, as it’s not listed in the eligibility criteria for Standard Checks

The employee would have to meet the eligibility requirements for a Standard Check in another way in order to have a check. 

For example, a medical receptionist would be eligible for a Standard Check – but this would be because they have face-to-face contact with patients, as per the eligibility criteria, and not because they have access to patient records.

If an employee had access to patient records but did not have contact with patients, they wouldn’t be eligible for a Standard Check. 

 

Are there any exceptions?

 

There is one exception to this rule.

If an employee has access to fostering or adoption records as part of their role, they’ll be eligible for a Standard DBS Check based on this alone.

Having access to fostering or adoption records meets the eligibility criteria for a Standard Check, so the employee doesn’t need to meet any other requirements in order to have a check.

 

Are there any other checks available for employees with access to data?

 

Employees who aren’t eligible for a Standard or Enhanced Check could have a Basic DBS Check.

A Basic Check will show whether the applicant has any unspent convictions. Anyone aged 16 or over can have a check – there are no eligibility requirements.

 

Applying for DBS Checks for your employees

 

You can apply for DBS checks through any registered DBS umbrella body (like us!). If you need a hand working out what sort of check an employee needs, you can use the DBS eligibility tool or contact the DBS directly. 
If you’re ready to apply for DBS Checks, register with us today for free or get in touch for more information – we’re always happy to help.