DBS Checks: What Your Church Can Keep on File
Updated 13 October 2026
Don’t keep a copy of the certificate
Many churches arrange DBS checks for roles with children or adults at risk, usually through their denomination or an umbrella body. Government guidance is clear that you shouldn’t keep copies or images of the certificate itself.
Once you’ve made a recruitment decision, normally within 6 months, keep only a short record instead.
What your record can include
- the person’s name
- the date the certificate was issued
- the type of check, such as standard or enhanced
- the role they applied for
- the certificate number
- your recruitment decision
Why DBS details need extra care
DBS information is criminal offence data under UK GDPR. You need a specific condition from the Data Protection Act 2018 to hold it. For churches, that’s usually the one for safeguarding children and people at risk, which also needs an appropriate policy document.
In practice, only the people who make safeguarding decisions should be able to see these records.
Rechecking with the Update Service
If someone has joined the DBS Update Service, you can check their certificate is still current online. You need their agreement before you do.
Questions churches ask
- Can we scan DBS certificates for our records?
- No. Keep a short record of the certificate’s details and your decision instead of a copy.
- How often should we renew DBS checks?
- The law doesn’t set a period. Many denominations ask for a new check every few years, so follow your denomination’s policy.
- Who should see DBS records?
- Only the people who make safeguarding decisions, such as your safeguarding lead.
Keep DBS details where only the right people see them
Church Member Software has a safeguarding area that records only what GOV.UK allows, with no place to upload certificates. Only administrators and your named safeguarding leads can open it, every visit is logged, and you’re reminded before checks are due for renewal.
Sources
This guide summarises official guidance. It isn’t legal or tax advice, so check anything you’re unsure about with HMRC, the ICO or an adviser.