Case Activities

When requesting a Case Activity (CA) through Personnel Checks, it’s important to remember that certain responsibilities remain with you as the employer or organisation. This page brings together key legislative requirements and third-party terms linked to each type of CA we process.

Our Terms of Business require you to comply with these responsibilities, but this page provides a clear, high-level summary to support you. It also includes direct links to official guidance and any relevant provider terms (e.g. Yoti, Experian) so you can be confident your checks are completed correctly.

This page will be updated as new Case Activities are introduced, ensuring you always have the latest compliance information at hand.

1. Activity

• DBS Standard

• DBS Enhanced

Key Legal/Regulatory Requirements

• Only request checks where legally eligible

• Comply with DBS Code of Practice

• Apply the Rehabilitation of Offenders Act 1974 appropriately

Third-Party Provider

• Disclosure and Barring Service (DBS Governing Body)

Recommended Guidance/Third-Party Links

• https://www.gov.uk/government/publications/dbs-code-of-practice

• https://www.gov.uk/government/publications/new-guidance-on-the-rehabilitation-of-offenders-act-1974/guidance-on-the-rehabilitation-of-offenders-act-1974-and-the-exceptions-order-1975#:~:text=Examples%20include%20conditional%20discharge%20orders,anything%20described%20in%20the%20order.&text=(ii)%20is%20otherwise%20intended%20to,date%20placed%20on%20the%20order

• https://www.gov.uk/government/publications/dbs-filtering-guidance/dbs-filtering-guide

• https://www.gov.uk/government/publications/dbs-sample-policy-on-the-recruitment-of-ex-offenders/sample-policy-on-the-recruitment-of-ex-offenders

• https://www.legislation.gov.uk/ukpga/2006/47/contents

• https://www.legislation.gov.uk/uksi/2002/233/contents

2. Activity

• DBS Basic

Key Legal/Regulatory Requirements

• Comply with DBS Code of Practice

Third-Party Provider

• Disclosure and Barring Service (DBS Governing Body)

Recommended Guidance/Third-Party Links

• https://www.gov.uk/guidance/basic-dbs-checks-guidance#how-can-i-share-the-result-of-my-basic-dbs-check-with-a-third-party

• https://www.gov.uk/government/publications/new-guidance-on-the-rehabilitation-of-offenders-act-1974/guidance-on-the-rehabilitation-of-offenders-act-1974-and-the-exceptions-order-1975#:~:text=Examples%20include%20conditional%20discharge%20orders,anything%20described%20in%20the%20order.&text=(ii)%20is%20otherwise%20intended%20to,date%20placed%20on%20the%20order

• https://www.gov.uk/government/publications/dbs-sample-policy-on-the-recruitment-of-ex-offenders/sample-policy-on-the-recruitment-of-ex-offenders

3. Activity

• DVLA

Key Legal/Regulatory Requirements

• Obtain and record the Subject’s consent

• Use licence data only for employment purposes

• Comply with DVLA data-sharing rules and data protection laws

 Third-Party Provider

• Driver and Vehicle Licensing Agency (DVLA)

 Recommended Guidance/Third-Party Links

• https://www.gov.uk/view-driving-licence?utm

4. Activity

• DBS Update Service

 Key Legal/Regulatory Requirements

• Ensure the subject has an active subscription

• Only check certificates you are legally entitled to see

• Follow the DBS Update Service guidance

 Third-Party Provider

• Disclosure and Barring Service (DBS Governing Body)

 Recommended Guidance/Third-Party Links

• https://www.gov.uk/dbs-update-service?utm

5. Activity

• Online ID Verification (OIDV)

Key Legal/Regulatory Requirements

• Handle data in line with GDPR

• Confirm the identity is the same person presenting for work

Third-Party Provider

• Yoti (IDSP)

 Recommended Guidance/Third-Party Links

• https://www.gov.uk/government/publications/dbs-identity-checking-guidelines/dbs-digital-identity-verification-guidance

• https://www.yoti.com/terms?utm

• https://www.gov.uk/government/publications/identity-proofing-and-verification-of-an-individual/how-to-prove-and-verify-someones-identity

• https://www.gov.uk/government/collections/uk-digital-identity-and-attributes-trust-framework

6. Activity

• In-Branch ID Verification

Key Legal/Regulatory Requirements

• Handle data in line with GDPR

• Confirm the identity is the same person presenting for work

 Third-Party Provider

• Yoti (IDSP)

• Post Office

 Recommended Guidance/Third-Party Links

·         https://www.gov.uk/government/publications/dbs-identity-checking-guidelines/dbs-digital-identity-verification-guidance

·         https://www.postoffice.co.uk/help-support/in-branch-verification-service

7. Activity

• Right to Work (RTW)

Key Legal/Regulatory Requirements

• Carry out manual, online or digital checks as per Home Office guidance

• Complete the check before employment begins

• Check all employees consistently

Third-Party Provider

• Yoti (IDSP)

 Recommended Guidance/Third-Party Links

• https://www.gov.uk/government/publications/right-to-work-checks-employers-guide?utm  

• https://www.gov.uk/government/publications/right-to-work-checklist/employers-right-to-work-checklist-accessible-version?utm

• https://www.gov.uk/government/publications/right-to-work-checks-employers-guide?utm

8. Activity

• Trust2Ride

Key Legal/Regulatory Requirements

• Comply with local authority licensing requirements

Third-Party Provider

• TryBooking

 Recommended Guidance/Third-Party Links

• https://www.gov.uk/government/publications/statutory-taxi-and-private-hire-vehicle-standards/statutory-taxi-and-private-hire-vehicle-standards

• https://www.gov.uk/government/publications/taxi-and-private-hire-vehicle-licensing-best-practice-guidance/taxi-and-private-hire-vehicle-licensing-best-practice-guidance-for-licensing-authorities-in-england

9. Activity

• Knowledge Test

 Key Legal/Regulatory Requirements

• Follow the authority’s rules on retakes, pass marks, and training

• Check your local authority licensing guidance

Third-Party Provider

• Classmarker

Recommended Guidance/Third-Party Links

• https://www.gov.uk/government/publications/statutory-taxi-and-private-hire-vehicle-standards/statutory-taxi-and-private-hire-vehicle-standards

• https://www.gov.uk/government/publications/taxi-and-private-hire-vehicle-licensing-best-practice-guidance/taxi-and-private-hire-vehicle-licensing-best-practice-guidance-for-licensing-authorities-in-england

10. Activity

• AccessNI

 Key Legal/Regulatory Requirements

• Request the appropriate level of check for the role

• Follow AccessNI guidance and filtering rules

• Handle information securely and fairly

Third-Party Provider

• NI Direct

Recommended Guidance/Third-Party Links

• https://www.nidirect.gov.uk/articles/types-accessni-checks?utm

11. Activity

• IDV

Key Legal/Regulatory Requirements

• Must handle and store data in line with GDPR and Data Protection Act 2018

• Comply with DBS ID checking guidelines

• Ensure documents checked are originals, not copies

• Keep appropriate records for audit purposes

Third-Party Provider

• Disclosure and Barring Service (DBS Governing Body)     

 Recommended Guidance/Third-Party Links

• https://www.gov.uk/government/publications/dbs-identity-checking-guidelines

12. Activity

• Adverse Financial

• Occupational History

• Directors Search

• References

• FCA

• Social Media

• Sanctions

 Key Legal/Regulatory Requirements

• Obtain consent from the subject before requesting checks

• Use information only for lawful recruitment and compliance purposes

• Handle results in line with the Data Protection Act 2018 and GDPR

• Comply with Experian’s terms of use

Third-Party Provider

• Experian

Recommended Guidance/Third-Party Links

• https://www.experian.co.uk/consumer/terms.html

• https://www.experian.co.uk/consumer/privacy.html