Introduction
Every day, employees across distribution centres, transport operations and last-mile delivery networks are trusted with goods, vehicles, customer information, secure premises and, in some cases, access to people’s homes and workplaces. With that responsibility comes a need for employers to think carefully about how safer recruitment fits within their wider approach to recruitment and managing risk.
The Disclosure and Barring Service (DBS) helps employers make informed recruitment decisions by providing criminal record checks. There are four levels of DBS check: Basic, Standard, Enhanced and Enhanced with Barred List checks. The appropriate level depends on the role and activities being carried out.
Basic DBS checks can be obtained by anyone over the age of 16 living or looking to live and work in England and Wales, Channel Islands and the Isle of Man. Unlike other DBS checks, there are no legislative or eligibility requirements, so any employer can request this as part of their recruitment process.
A Basic DBS check can be used for any purpose, including employment, and can therefore be considered for a wide range of roles within logistics. It shows convictions and conditional cautions that are considered unspent under the Rehabilitation of Offenders Act 1974.
Why consider Basic DBS checks in logistics?
Logistics businesses operate in environments where employees can hold considerable responsibility.
A driver may be responsible for a vehicle, goods and deliveries without direct supervision. Employees working in dispatch or fulfilment could have access to customers’ names, addresses and order information. Others may hold keys, access passes or security codes for warehouses, depots and customer premises.
These responsibilities do not mean that every role automatically requires a DBS check. Instead, employers should consider the risks and responsibilities associated with each position and decide whether a Basic check would be an appropriate and proportionate part of their recruitment process. Employers should consider checks role by role rather than introducing them simply because somebody works in logistics. Relevant questions might include:
- Will the person have contact with members of the public or access to homes?
- Will the person have access to high-value, hazardous or controlled goods?
- Will they handle sensitive customer, supplier or commercial information?
- Will they hold keys, access codes, fuel cards or purchasing authority?
- Will they work alone or with limited supervision?
- Could misuse of their position cause significant harm to colleagues, customers or the business?
This type of assessment helps ensure that any check is appropriate, proportionate and clearly connected to the responsibilities of the role.
For employees, Basic checks can also support fairness and confidence. A clear, consistent policy helps candidates understand why a check is being requested, how the information will be used, and that any disclosed information will be considered in relation to the role. A criminal record should not automatically prevent someone from working. Employers should consider the nature of any disclosure, its relevance to the role, the time that has passed, and the circumstances involved.
Safeguarding and risk in the logistics industry
When people hear the word safeguarding, they may associate it primarily with sectors such as education, healthcare or social care. But logistics businesses also encounter situations where their employees interact with members of the public, potentially including children and vulnerable adults.
Last-mile delivery drivers, installers and collection teams may visit private homes. Employees could encounter customers who are elderly, disabled or otherwise vulnerable. Some roles involve unsupervised access to residential buildings, workplaces or secure locations.
There are also broader risks to consider. Warehouses and distribution centres can contain significant quantities of valuable goods, while employees may have access to vehicles, fuel cards, customer data, secure systems or commercially sensitive information.
Effective safeguarding and risk management therefore involves understanding the specific responsibilities attached to a role and putting proportionate controls around them. A Basic DBS check may be one of those controls.
What is disclosed on a Basic DBS check?
A Basic DBS check shows convictions and conditional cautions that are considered unspent under the Rehabilitation of Offenders Act 1974.
Convictions and cautions can become spent after a specified rehabilitation period, depending on the sentence or disposal received. Once they are spent, they will not normally appear on a Basic DBS check.
Some serious offences never become spent. For example, certain serious violent, sexual or terrorism offences listed in Schedule 18 of the Sentencing Act 2020, and sentences given specifically for the protection of the public, will always be disclosed on a Basic DBS certificate.
If a Basic DBS certificate contains information, this should be assessed fairly and only in relation to the role being applied for. Employers may wish to have a written policy explaining when checks are requested, who reviews certificates, how decisions are made, and how applicants can discuss any information disclosed.
How to apply for a Basic DBS check
A Basic DBS check can be applied for online. Individuals can apply directly through GOV.UK. Employers can also ask applicants to obtain a Basic check, or use a Responsible Organisation to submit applications on their behalf, with the applicant’s consent.
Before requesting a check, employers should explain why it is needed, how the certificate will be used, and what the applicant needs to do. The applicant will need to provide identity information as part of the process. Once complete, the certificate is issued to the applicant, who can then share the result with the employer.
A practical step towards trust
Logistics organisations depend on people being trusted with goods, information, equipment and each other. Basic DBS checks can contribute to that trust, but they are not a substitute for good management or sound recruitment practice.
The strongest approach is one that identifies the genuine risks attached to a role, applies checks proportionately and treats every applicant fairly. When combined with effective workplace safeguards, this can help employers build reliable teams while giving employees confidence that safety and responsibility are taken seriously.
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