DBS requires us to verify the volunteer’s identity at recruitment. There is a difference between verifying an ID document and retaining it.
What we DO
- Inspect the original document(s) in person (or via approved video verification)
- Check expiry, photo match, name match
- Record on the ID Verification Record (a sub-section of the volunteer file):
- Document type seen (e.g. “UK Passport”)
- Document number — only if necessary for the DBS application route used; otherwise omit
- Issue / expiry date
- Date verified
- Verifier name and signature
- Return the original to the volunteer the same session
What we DO NOT do
- Do not photocopy or scan the passport, driving licence, BRP, or utility bill for retention as part of the volunteer file. Once verification is recorded, the document is not needed again.
- Do not store a photo of the volunteer taken from their passport
- Do not retain a copy of bank statements or utility bills used for proof of address
- Do not email these documents between volunteers and DSL — high-risk for breach. If a remote process is unavoidable, use a secure document upload that auto-deletes after verification.
Some umbrella bodies that process DBS applications require you to upload ID copies into their portal during the application. Once the DBS check is issued, those copies should be deleted from the portal and not retained locally. Confirm the umbrella body’s own retention practices in writing.