Our Autumn edition includes key updates across the industry, including important changes to DBS identity documentation guidelines. Plus, an overview of the Rehabilitation of Offenders Act 1974.
BSI ISO 9001
We are pleased to announce that we have passed our annual external BSI accreditation audit for ISO 9001 quality management with flying colours.
There were no non-conformances or advisories, which continues to demonstrate our strict quality control procedures, including robust data protection measures.
Identity Guidelines & Data Retention Updates – The Disclosure & Barring Service
Identity Guideline Changes
On 1st November 2025, the Disclosure & Barring Service (DBS) introduced updated identity documentation guidelines.
These now include the following acceptable documents:
- A UK passport can be expired up to a maximum of 6 months
- A Biometric resident permit (BRP) showing Indefinite Leave to Remain, Indefinite Leave to Enter or No Time Limit can be used up to 18 months past the expiry date of the BRP
- E-Visa – Accessed via the ‘View and Prove’ service – the share code requested by the applicant should be an ‘immigration status’ share code
- HMRC self-assessment letters or tax demand letter – Issued in the last 12 months
- European Health Insurance Card (EHIC) or Global Health Insurance Card (GHIC) – Valid and UK-issued
Get in touch with our team for updated copies of all acceptable documents and grouping information.
Data Retention Policy Changes
In compliance with the updated Disclosure & Barring Service criminal record disclosure policies, effective as of 1st November 2025, we must retain for a period of up to 2 years following disclosure submission, details of how an applicant’s identity has been confirmed. This will include document type, candidate name, reference number, expiry date and other key information.
The Disclosure & Barring Service require us to retain only this information for their audit criteria and our systems have been altered for this purpose. All other disclosure information will be deleted in line with our current policy of 6 months.
Our data retention policy is updated as follows:
Unless otherwise agreed in writing, following service completion, we may retain your personal data, physical and/or electronic data for a period of up to 6 months, except for documentation used for the purposes of a criminal record disclosure identity check which will be retained for a period of up to 2 years in compliance with criminal record disclosure policies, after which it will be securely destroyed using industry best practice methods.
For more information, see the Disclosure & Barring Service Guidance – GOV.UK
Updates to AccesSVS
We have been working hard with updates on our portal AccesSVS, where you can now process:
- Basic DBS checks
- Standard DBS checks
- Enhanced DBS checks
- Disclosure Scotland Level 1 (Basic) checks
- Right to Work checks
- Identity Verification
You can now also request candidates to digitally verify their identity when initiating a criminal record check for just £6.50 (ex VAT) per check.
Please also note that there has been a change to the ID Checks section for DBS criminal record checks, where you now need to specify which identity documents are used to complete this section to align with the updates to the DBS data retention requirements.
Unfortunately, we are unable to process any Standard & Enhanced applications placed onto our old platform; we can only accept applications via AccesSVS.
Click here to reactivate your login details by resetting your password to access Standard & Enhanced checks through AccesSVS.
Understanding the Rehabilitation of Offenders Act 1974
The Rehabilitation of Offenders Act 1974 plays a vital role in supporting individuals with past convictions as they reintegrate into society, particularly into employment. Its purpose is to give reformed offenders a fair chance to move forward without being held back by their criminal history.
What Does the Act Do?
Under the Act, after a specified period, known as the rehabilitation period, most cautions and convictions become ‘spent’. This means, in most cases, the individual is treated as if the offence never occurred. They are not legally required to disclose spent convictions when applying for jobs, insurance, or other services. However, prison sentences over 30 months (2.5 years) are never considered spent and must always be disclosed.
When Do You Need to Disclose?
Once a caution or conviction is spent, it generally does not need to be declared. Employers should not reasonably refuse to hire or dismiss someone based on a spent conviction, unless the role is covered by an exception.
These exceptions are outlined in the Rehabilitation of Offenders Act 1974 and Exceptions Order 1975, which apply to roles involving:
- Work with children or vulnerable adults
- Law enforcement and legal professions
- High-level financial positions
- Certain licensing applications (e.g., Security Industry Authority (SIA) licences)
- Specific legal proceedings
In these cases, all cautions and convictions, whether spent or unspent, must be disclosed to the employer.
Understanding the Rehabilitation of Offenders Act helps ensure fair recruitment practices and supports the reintegration of individuals who have made positive changes in their lives.
For more information, see the GOV.UK Guidance
SIA Refresher Training for Close Protection Operatives
From 1st April 2026, all close protection operatives are required to have completed refresher training to renew their SIA licence. This new requirement is part of the Security Industry Authority’s (SIA) ongoing commitment to public safety and professional standards.
Why Refresher Training?
This refresher course is designed to ensure that all close protection operatives maintain the critical safety skills necessary to execute their role. These skills are essential for protecting the public and adapting to the evolving nature of security threats.
The majority of current licence holders are likely to have completed their top-up training, aligning their qualifications with the latest industry standards. The refresher training builds on the foundation, ensuring that all operatives, regardless of when they first qualified, remain up to date with the latest practices and protocols.
What’s Included?
Before taking the course, the operative must hold a valid Level 3 first aid qualification (FAW or equivalent) and will be required to complete training in the following key areas:
- Physical Intervention
- Conducting Searches
- Protecting People in Vulnerable Situations
- Terror Threat Awareness
This comprehensive training ensures that operatives are prepared to handle a wide range of scenarios, including those involving vulnerable individuals and potential terror threats.
Who Needs Training?
The refresher training is mandatory for all close protection operatives renewing their SIA licence from 1st April 2026 onwards. It is also essential for those using a close protection licence to work in other roles, such as a door supervisor or security guard, ensuring they meet the current training standards.
How to Get Started?
The new refresher qualification has been available since the 1st October 2025. The SIA strongly encourages all licence holders planning to renew their licence to complete the training as early as possible to avoid delays and ensure continued eligibility to work.
For more information, see the SIA Refresher Training announcement – GOV.UK
From 1st December 2025, the SIA is making changes to its licensing criteria. This will directly affect anyone applying for or renewing a license. See the changes here: The SIA is updating its licensing criteria – GOV.UK
Need BS7858 Security Screening? Time for your criminal record and financial renewals? Get in touch
The PVG Scheme Reminder – Disclosure (Scotland) Act 2020
From April 2026, anyone who joins the Protecting Vulnerable Groups (PVG) scheme will be enrolled in a five-year membership for the type of regulated role they have. This will replace the current lifetime membership model.
Any existing PVG scheme members will be converting to the five-year membership in phased stages, where Disclosure Scotland have stated they are committed to making the process smooth and fair.
This new five-year membership model requires a renewal every five years. This will be primarily made through your online account; however, an offline process will also be available if required. Disclosure Scotland will notify members of upcoming renewals at least three months in advance of the renewal date.
If you are a PVG scheme member who is currently or intends to carry out a regulated role, you do not need to do anything at this time. You will only need to contact Disclosure Scotland if you are no longer intending to carry out a regulated role or if personal details have changed to ensure they hold accurate address and contact information.
For more information or assistance with the changes, visit Disclosure Scotland. Looking for Level 1 Disclosure Scotland checks or renewals? Streamline them through AccesSVS
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