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Our Safeguarding Checklist
How do we verify ID? What documents do we use?
DBS Check Status & Verification Checks (All-in-One)
Looking for DBS check status updates or a simple way to prove checks are complete? Safeguard‑Me helps organisations track DBS checks alongside ID, right to work, references and qualifications — so you can see what’s done, what’s missing, and what needs attention in one place.
Over 45 checks and actions make up what we call the Safeguard-Me 'Passport'
Over 45 checks and actions make up what we call the Safeguard-Me 'Passport'
Safeguard-Me uses the following elements to verify individuals. Your organisation may have policies that differ from our checklist and in this case it is your organisation's responsibility to ensure all the information verified is in line with your policies and processes. It is also an organisation's responsibility to comply with relevant legislation or regulations for their sector or associated with any role for which they are creating a Safeguard-Me Passport.
VISUAL IDENTITY AND ADDRESS CHECK
Identity
We capture an image of a passport, driving license, or other government-issued photo ID. Our advanced technology extracts personal details and checks document authenticity using anti-tampering measures.
We then take a selfie to prove they're a real person, not just a picture. The technology detects subtle movements and facial expressions to confirm it's actually them.
We then compare the selfie to the photo on the ID document using secure facial recognition technology ensuring a precise match, minimising the risk of fraud.
We'll also ask them to confirm their address, by uploading an official document with their current address on.
Our digital identification verification (IDV) technology safely stores their details and conforms to the UK Government's GPG45 standard, for DBS and Right to Work checks, complying with the highest trust levels.
We then take a selfie to prove they're a real person, not just a picture. The technology detects subtle movements and facial expressions to confirm it's actually them.
We then compare the selfie to the photo on the ID document using secure facial recognition technology ensuring a precise match, minimising the risk of fraud.
We'll also ask them to confirm their address, by uploading an official document with their current address on.
Our digital identification verification (IDV) technology safely stores their details and conforms to the UK Government's GPG45 standard, for DBS and Right to Work checks, complying with the highest trust levels.
You:
What documents do you need to verify their identity?
US:
Our smart tech requires your passport or driving license, scans them effortlessly. No hassle, just clear, simple steps.
POLICE AND BACKGROUND CHECKS
DBS Check Status & Barring List Check
DBS check status refers to where a DBS check is in the process, and whether it’s been completed and verified for the role:
Without getting into legal advice, you need clear, consistent records of what they’ve checked, when and by whom (which our system does automatically):
The most effective way of remaining checked, safe and ready is to register their DBS with the online update service. This means their DBS can be instantly verified and the process can be completed unlimited times. Our platform integrates with this service as well.
- Application progress: the application has been submitted and you’re tracking what stage it’s at (e.g., submitted, in progress, certificate issued).
- Certificate received and checked: the DBS certificate has been issued and you’ve confirmed you’ve seen it on our system which records the relevant details.
- Ongoing monitoring / renewal approach: you’re keeping track using our system, which alerts you to re-check or review it (e.g., role change or your review cycle comes around).
Without getting into legal advice, you need clear, consistent records of what they’ve checked, when and by whom (which our system does automatically):
- Person’s name (as verified) and role / position
- DBS check level (e.g., Basic / Standard / Enhanced)
- Workforce / role type the check relates to (where applicable)
- Certificate issue date
- Certificate reference / number
- Date the certificate was seen/verified (and by whom)
- Outcome/status for internal tracking (e.g. “verified”, “action required”)
- Notes (e.g., role change, follow-up needed, recheck date per policy)
The most effective way of remaining checked, safe and ready is to register their DBS with the online update service. This means their DBS can be instantly verified and the process can be completed unlimited times. Our platform integrates with this service as well.
How to check DBS status (step-by-step)
If you’re an employer, club, provider, or organisation lead, here’s a practical way to track DBS check status from start to finish—without relying on memory or scattered messages.
Confirm the DBS application (if they need a new one)
Identify who is processing the DBS check, because that’s where status updates will come from. This might be:
- Your organisation (if you submit checks directly)
- An umbrella body
- A third-party provider handling checks on your behalf
Ask for the application reference / tracking link (where available)
Once submitted, make sure you have the key details needed to track progress:
- Application reference number (or equivalent)
- Any tracking link or portal access details provided by the submitting route
- The submission date (useful for internal follow-up)
Record what stage it’s at (use simple, consistent statuses)
Use a small set of standard statuses so everyone in your organisation means the same thing. For example:
- Not started
- Requested from applicant
- Submitted
- In progress
- Certificate issued
- Certificate seen/verified
- Action required (if anything needs follow-up)
Verify the certificate when it's uploaded to their profile
When the DBS certificate is issued, make sure there’s a clear step for:
- Confirming the certificate has been received
- Recording the issue date and level
- Recording the date seen/verified and who verified it
- Linking it to the correct role/workforce (where relevant)
Store proof and set reminders / review points
Finally, storing the evidence is easy with our platform, this is done automatically for you. Make it easy for the future by setting an alert, based on your organisations policy, of when to update their DBS
Tip: Making sure the record is accessible to the right admins in your admin team
Tip: Making sure the record is accessible to the right admins in your admin team
ADDITIONAL REQUIREMENTS
Qualifications
Depending on the specific role, there may be legal requirements for individuals working with children or adults at risk to possess certain qualifications, in order to demonstrate that they have undergone training and gained the necessary skills.
They can upload any number of relevant qualifications via the Safeguard-Me app, (these must be original documents) adding expiry dates (if required) which will then notify their organisation and us when they need renewing, ensuring they remain checked, safe and ready at all times.
The qualifications are stored in the Docs section on the app and linked to their profile on the organisation dashboard, along with any expiry dates, once they have been verified. There is an audit trail for all activities related to each document.
They can upload any number of relevant qualifications via the Safeguard-Me app, (these must be original documents) adding expiry dates (if required) which will then notify their organisation and us when they need renewing, ensuring they remain checked, safe and ready at all times.
The qualifications are stored in the Docs section on the app and linked to their profile on the organisation dashboard, along with any expiry dates, once they have been verified. There is an audit trail for all activities related to each document.
You:
What qualifications do they need to upload?
US:
The highest or most relevant qualification for the job they are performing must be uploaded. If the job role legally requires them to possess a qualification in order to perform the role, this must be added and is easily done via the Safeguard-Me App.
PREVIOUS EXPERIENCE
References
References are a vital part of the vetting process and are intended to provide factual information about an individual, including dates of employment and job title, with many employers now having a policy to provide a limited amount of information.
We only accept emailed references received from professional email addresses and do not accept open or character references, unless an individual is unable to provide 2 suitable professional referees. In this instance we will seek a reference from an educational or character referee.
In order to complete verification, a minimum of 2 professional references are required, with 1 being from the current or most recent employer.
In the event that an individual's most recent employment is not in a regulated activity with children or vulnerable adults, we will seek references from the last employer in which they were engaged in regulated activity, unless the individual has never worked in a regulated activity.
The referee will be asked to declare if they are satisfied with the applicant’s suitability to work with children and provide the facts (not opinions) of any substantiated safeguarding concerns/allegations that meet the harm threshold. They should not include information about concerns/allegations which are unsubstantiated, unfounded, false, or malicious.
We only accept emailed references received from professional email addresses and do not accept open or character references, unless an individual is unable to provide 2 suitable professional referees. In this instance we will seek a reference from an educational or character referee.
In order to complete verification, a minimum of 2 professional references are required, with 1 being from the current or most recent employer.
In the event that an individual's most recent employment is not in a regulated activity with children or vulnerable adults, we will seek references from the last employer in which they were engaged in regulated activity, unless the individual has never worked in a regulated activity.
The referee will be asked to declare if they are satisfied with the applicant’s suitability to work with children and provide the facts (not opinions) of any substantiated safeguarding concerns/allegations that meet the harm threshold. They should not include information about concerns/allegations which are unsubstantiated, unfounded, false, or malicious.
You:
How do you decide who you should be a referee
US:
We'll need a reference from their current/most recent employer and at least one more professional reference. The referee should be a person of responsibility in the organisation.