Is Your Nanny or Companion role on the DBS Update Service
A nanny or companion may look kind, experienced and highly recommended, but safer recruitment should never rely on trust alone. When someone will be looking after children, an older parent, or a vulnerable adult, the checks behind the appointment matter. (We use the term companion to describe a person going to a private home working with 18+ who do not carry out medical or personal care roles)
One of the most useful checks is whether the person is on the DBS Update Service. It can help confirm whether their DBS certificate is still current and whether any new information has been added since it was issued. For families, this can give extra reassurance before a nanny or companion starts work, or when they are already working in the home.
Project Action can carry out this process for you. With the person’s permission, we can check their DBS status using the details required, then let both you and the nanny or carer know the outcome. If they have not kept their DBS up to date, that does not have to stop the process. We can also help them apply for a new DBS check.
What the DBS Update Service does
The Disclosure and Barring Service, usually called the DBS, helps employers and families make safer recruitment decisions. A DBS check can show certain criminal record information, depending on the level of check and the type of role.
The DBS Update Service is an online subscription service linked to a DBS certificate. If someone has joined it and kept it active, an approved person or organisation can check whether the certificate is still up to date.
This does not replace the original certificate. It allows a status check against that certificate. In simple terms, it helps answer this question:
Has anything changed since this DBS certificate was issued?
For a nanny or companion, that can be very useful. Many people move between families or "care" roles. If they are on the Update Service, it may be possible to check their DBS status without starting a new application from scratch, as long as the certificate is for the right workforce and level of check.
That last point matters. A DBS certificate must match the role. For example, a certificate linked to one type of role may not be suitable for another. The check needs to be appropriate for the work the person will be doing, whether that involves children, adults, or both.
What Project Action needs to complete the check
The process is straightforward, but it must be done properly. The nanny or companion must give permission before a check is carried out. This protects their personal information and keeps the process fair and transparent.
To complete a DBS Update Service status check, Project Action will need:
The person’s DBS certificate number
Their surname
Their date of birth
Their permission for the check to be completed
Once those details are provided, you can leave the process to us. We will carry out the status check and share the outcome with you and the nanny or carer.
A clear process helps everyone. Families know what has been checked. The nanny or companion knows what information is being used. There is no guesswork, no awkward chasing, and no need to manage the system alone if you are unfamiliar with it.
It also helps avoid a common problem. Some families ask to “see a DBS” and assume that is enough. A certificate may look reassuring, but the date on it matters. If it was issued some time ago and the person is not on the Update Service, there may be no simple way to know whether anything has changed since.
If they are not on the Update Service
Not every nanny or companion is on the Update Service. Some people forget to renew it. Others may not know they need to keep it active. Some may have a certificate from an older role but never joined the service at the time.
That does not mean they are unsuitable. It simply means a fresh DBS check may be needed.
Project Action can support this too. If the person has not kept their Update Service subscription up to date, we can help them gain a new DBS check. This keeps the recruitment process moving and helps make sure the check is current and appropriate for the role.
This is especially useful when:
A family is hiring a nanny for the first time
A companion is supporting an older parent at home
A role has changed and now includes different duties
The existing DBS certificate is old
The certificate does not match the correct workforce or level
The family is unsure what type of check is needed
A DBS check should never be treated as a box-ticking exercise. It is one part of safer recruitment, and it needs to be the right part.
Why a DBS check is only one part of safer recruitment
A DBS status check is valuable, but it should not be the only check completed before someone looks after your children or parents.
A person may have a clear DBS certificate and still not be the right fit for the role. Safe recruitment is broader than criminal record information. It looks at a person’s background, experience, qualifications, identity, and suitability.
For a nanny or companion, the process should include several checks.
Work history
A clear work history helps show what the person has done, where they have worked, and whether their experience fits the role.
This should include:
Previous nannying, caring, support work, nursery, school, or health and social care roles
Dates of employment where possible
Any gaps in employment that need to be explained
The type of duties carried out
Whether they worked with children, adults, or both
Gaps in work history are not automatically a problem. People take time out for many reasons, including caring responsibilities, study, illness, or family commitments. The point is to understand the timeline and ask sensible questions.
References
References give another view of the person’s reliability, attitude, and experience. A strong reference can help confirm what a candidate has said in their application or interview.
For a nanny, references might come from previous families, childcare settings, or agencies. For a companion role, they might come from care providers, private clients, families, or relevant organisations.
References should ideally confirm:
The role the person carried out
The dates they worked
The age group or care needs they supported
Their reliability and conduct
Whether there were any concerns
Whether the referee would engage them again
It is best to speak to referees directly where possible, and gain written confirmation that the information is correct. This gives a chance to ask follow-up questions and check that the reference is genuine.
Certificates and training
Certificates can help show that a nanny or companion has relevant training. They should be checked carefully, not just collected and filed away.
Depending on the role, useful certificates may include:
First aid
Paediatric first aid
Safeguarding
Medication training (if applicable)
Food hygiene
Childcare qualifications
Health and social care qualifications
The right certificates depend on the duties involved. A nanny caring for young children may need different training from a Companion.
Check the name on the certificate, the date issued, and whether the training provider is clear. Some training needs refreshing after a period of time, especially first aid and safeguarding.
Right to work
The right to work check confirms whether a person is legally allowed to work in the UK. This applies whether they are employed directly by a family, engaged through an agency, or working in another arrangement.
This check should be completed before work starts. It should also be recorded properly. Families sometimes overlook this when hiring privately, but it is a key part of the recruitment process.
If you are not familiar with right to work checks, Project Action can help you understand what is needed and can advise you or carry out the check on your behalf.
A safer process protects everyone
Good recruitment protects the person receiving care, but it also protects the family and the nanny or companion.
For families, it gives reassurance that sensible steps have been taken before someone enters the home or takes on caring duties. It reduces the risk of rushed decisions and helps prevent avoidable problems later.
For nannies and companions, a clear process can be positive too. It gives them a chance to show their experience, training, and professionalism. It also avoids confusion about what has been checked and why.
A good process should feel respectful, not suspicious. Most experienced nannies and companions understand why these checks matter. Many will already expect to provide references, certificates, work history, and DBS information.
The key is to explain the process clearly from the start.
That sets a professional tone. It shows that the process is standard, not personal.
How Project Action can help
Project Action can support families and individuals through this process, especially when the system feels unfamiliar.
We can help with the DBS Update Service check by gaining permission from the nanny or companion and using the required details to complete the status check. We can then share the outcome with both parties.
If the nanny or companion is not on the Update Service, or their DBS is not suitable for the role, we can help them apply for a new DBS check.
We would always recommend nannies go via a nanny agency so that the checks are carried out and the family and nanny have on going support. Many Companion roles are a private arrangement so please reach out, as families may be managing the process for the first time. It is worth getting support rather than guessing.
The main takeaway
Checking whether your nanny or companion is on the DBS Update Service is a sensible step, but it should sit within a fuller safer recruitment process.
You need permission from the person, their DBS certificate number, surname, and date of birth. Project Action can complete the check for you and let both you and the nanny or carer know the outcome. If they have not kept their DBS up to date, we can help them apply for a new one.
The safest approach is to look at the whole picture: DBS status, work history, references, certificates, and right to work. When those checks are completed properly, everyone can move forward with more confidence.
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