Sapphire Cleaning DBS Policy

1. Introduction

Sapphire Cleaning is committed to maintaining the highest standards of trust, safety, and security for our clients and employees. As part of this commitment, we require appropriate Disclosure and Barring Service (DBS) checks for our employees where necessary. This policy outlines our approach to DBS checks, including who requires them, how they are processed, and how information is handled.

2. Purpose

The purpose of this policy is to:

• Ensure that all employees working in environments requiring background verification have been appropriately screened.
• Protect clients, staff, and members of the public by ensuring we only employ individuals who meet our safety and integrity standards.
• Comply with relevant UK legislation, including the Rehabilitation of Offenders Act 1974, the Safeguarding Vulnerable Groups Act 2006, and the Data Protection Act 2018.

3. Scope

This policy applies to:

• All employees, subcontractors, and contractors working for Sapphire Cleaning.
• Roles involving access to sensitive environments such as schools, healthcare facilities, or other settings where vulnerable individuals may be present.

4. Types of DBS Checks

We conduct DBS checks based on job role and legal requirements. The levels of checks include:

• Basic DBS Check – Shows unspent convictions only. Required for general commercial cleaning roles where no direct work with vulnerable individuals takes place.
• Standard DBS Check – Shows spent and unspent convictions, cautions, reprimands, and warnings. May be required for employees working in sensitive commercial settings.
• Enhanced DBS Check – Includes the standard check plus additional relevant information from local police records. This is required for cleaners working in schools, healthcare facilities, or care homes.
• Enhanced DBS with Barred Lists Check – Includes all the above, plus checks against the children’s and/or adults’ barred lists. Required if working in a role regulated under safeguarding laws.

5. Who Requires a DBS Check?

Sapphire Cleaning requires standard DBS checks for employees in all roles including following roles:

• Cleaners assigned to schools, nurseries, hospitals, or care homes (Enhanced DBS required).
• Supervisors or team members with unsupervised access to sensitive areas or confidential information (Standard or Enhanced DBS required).
• Cleaners working in commercial environments only (offices, retail, industrial) do not typically require a DBS check unless specified by the client.

6. Processing DBS Checks

• New Employees: DBS checks will be requested during the hiring process if required for the role. Employment is subject to satisfactory results.
• Existing Employees: If an employee is assigned to a role requiring a higher level of DBS clearance, they must undergo a new check before starting work in that setting.
• Renewals: DBS checks are reviewed every three years where required.
• Self-Disclosure: Employees must disclose any criminal convictions that occur during their employment.

7. Handling & Storage of DBS Information

• All DBS records are handled in compliance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018.
• Information is stored securely and confidentially and is only accessed by authorised personnel.
• DBS certificates are not retained beyond what is necessary, and all personal data is disposed of securely once verification is complete.

8. Recruitment Decisions

• A criminal record does not automatically disqualify a candidate from employment. Each case is reviewed individually, considering factors such as the nature of the offence, time elapsed, and its relevance to the role.
• If a DBS check reveals disqualifying offences related to safeguarding or financial misconduct (where relevant to the role), the employment offer may be withdrawn.

9. Employee Responsibilities

• Employees must inform Sapphire Cleaning immediately if they are convicted of an offence after their DBS check has been completed.
• Employees must comply with all safeguarding protocols and policies when working in sensitive environments.

10. Policy Review

This policy will be reviewed annually to ensure compliance with UK legislation and best practices. Sapphire Cleaning reserves the right to amend this policy as required.

For any questions regarding DBS checks, please contact Sapphire Cleaning’s HR team.