Your Essential Guide to DBS for Manchester Taxis

For anyone navigating the bustling streets of Manchester as a licensed Hackney Carriage or Private Hire Driver, holding a valid Enhanced Disclosure and Barring Service (DBS) certificate is not merely a formality; it is a fundamental pillar of your professional life. This certificate, alongside your mandatory subscription to the DBS Update Service, ensures public safety and maintains the integrity of the taxi service across the city. Understanding the intricacies of obtaining, maintaining, and renewing your DBS certificate is paramount to safeguarding your licence and, by extension, your livelihood.

This comprehensive guide will delve into every aspect of the DBS process for Manchester taxi drivers, from the initial application and its associated costs to the critical importance of the DBS Update Service and the significant changes introduced in recent years. We aim to equip you with all the necessary information to remain compliant, avoid common pitfalls, and ensure your journey as a professional driver continues smoothly.

The DBS Update Service: Your Essential Subscription

The DBS Update Service is an innovative online subscription provided by the DBS agency, designed to streamline the process of keeping your DBS certificate up to date. For a small annual fee, it allows you to maintain your certificate and, crucially, permits local authorities or employers – such as Manchester City Council – to conduct instant online checks of your certificate's status. This continuous monitoring is a cornerstone of public protection and a non-negotiable requirement for all licensed Hackney and Private Hire Drivers in Manchester.

It is vital to understand the strict window for registering with this service:

• You must register within 28 days of making an application for a DBS certificate.
• Alternatively, you can register within 30 days of the date of issue of your DBS certificate.

Missing these deadlines means you cannot subscribe to the service for that particular certificate, necessitating a new application and the associated costs and delays. The annual charge for this invaluable service is currently £16, payable directly to the DBS agency.

Failure to remain subscribed to the DBS Update Service carries significant consequences. Not only will you incur a substantial fee (£62.10 plus a £38 appointment fee, totalling £100.10) to obtain a new DBS certificate and register it, but you also put your driver's licence at severe risk. Non-compliance can lead to your licence being suspended, reviewed, and ultimately, revoked. This underscores the importance of proactive management of your subscription.

Key Changes to the DBS Update Service (from September 2019)

In August 2019, the DBS agency implemented crucial changes to how they manage subscriptions to the Update Service. These changes fundamentally shifted the responsibility for registration and renewal directly onto the individual driver, moving away from previous arrangements where third-party organisations could act on their behalf.

Specifically, from 1 September 2019:

• The DBS agency no longer permits third-party organisations to sign individuals up to or renew their Update Service subscriptions.
• Drivers are now solely responsible for registering or renewing their registration with the online Update Service directly themselves.
• The annual fee of £16 must be paid directly to the DBS agency by the driver.

These changes were introduced to enhance security and ensure that individuals have direct control and oversight of their own disclosure information. While initially requiring an adjustment, this direct ownership empowers drivers with greater transparency and immediate access to their DBS status.

What These Changes Mean for You, the Driver

The implications of these changes are clear: you must take full ownership of your DBS Update Service subscription. This means:

• Annual Renewal: You are personally responsible for ensuring your Update Service subscription is renewed annually. The DBS agency offers a convenient option to set up a direct debit for automatic annual renewal, which is highly recommended to avoid accidental lapses.
• Personal Email Address: You must log into your Update Service account and verify that the DBS agency has your correct, personal email address on file. If your initial registration was facilitated by a provider like CBS Ltd, it is highly likely that this email address will need to be updated to your personal one. The DBS agency relies on this email to communicate directly with you regarding your subscription status and any necessary actions. Failure to update this by October 2019 (as per the original announcement) could have led to cancellation of your account.

These requirements are not merely administrative; they are critical to maintaining your licensed status. The responsibility now rests squarely with you to ensure continuous compliance.

Step-by-Step: How to Manage Your DBS Update Service Account

Ensuring your DBS Update Service account is correctly managed is straightforward if you follow these steps:

1. Log into your Update Service account: Access the official DBS Update Service portal online.
2. Provide Login Details: You will need your Date of Birth and your Update Service ID. This ID is often referred to as a C-Ref number, as it typically begins with the letter 'C' followed by 10 numbers. This number would have been provided to you in an email from the Licensing Unit when you completed your DBS application.
3. Retrieve Your C-Ref Number (if unknown): If you cannot locate your C-Ref number, you must contact the DBS directly to obtain it. You can do this by calling 03000 200 190 and selecting 'Update Service' (menu Option 3). Be prepared to provide the following information for security verification:
   • Your Full Name (including any middle name)
   • Date of Birth
   • Full Address, including Town and City

   You will then be asked for one of the following as an additional security question:

   • National Insurance Number
   • DVLA driver licence number
   • Passport Number
   • First line of a previous address
4. Verify and Update Personal Details: Once logged in, meticulously check your personal details. Crucially, ensure that the email address associated with the account is your own personal email address. If it is incorrect or belongs to a third party, change it immediately to ensure you receive all vital communications directly from the DBS.
5. Note Expiry Date and Plan Renewal: Check the expiry date of your Update Service subscription. Make a clear note of this date and set reminders to ensure you renew it annually. Consider activating the automatic renewal via direct debit for peace of mind.

Understanding DBS Application Costs and Process

Every Hackney Carriage and Private Hire driver licensed by Manchester City Council must possess a valid, enhanced DBS certificate and maintain their subscription to the DBS Update Service. Let's break down the costs and the application process:

DBS Certificate Application Costs:

• Initial/New DBS Application Fee: £50 (paid directly to Complete Background Screening (CBS) Ltd).
• Annual DBS Update Service Renewal: £16 (paid directly to the Disclosure Barring Service).

Consequences of Lapsed Subscription:

If your payment card details are not kept up to date on the DBS website, or if the annual fee cannot be collected, your subscription will lapse. The financial implications are significant:

• Cost for a New DBS Certificate after Lapse: £62.10
• Additional Appointment Fee: £38
• Total Cost for New DBS + Appointment after Lapse: £100.10

This substantial cost, coupled with the risk to your licence, highlights the importance of maintaining continuous subscription.

The DBS Application Journey: From Online Payment to Certificate

The process for obtaining a new or renewal DBS certificate is structured and typically involves the following steps:

1. Online Application and Payment: You will first make your new or renewal driver application and payment online through the Council's system.
2. Data Entry by Council: The Council will then enter your details onto the Complete Background Screening (CBS) Ltd database.
3. CBS Ltd Email: CBS Ltd will directly email you with comprehensive details on how to pay for and complete the online DBS form. Remember, the cost of this application is £50, paid directly to CBS Ltd.
4. Completion of Online Form: You must diligently complete the online DBS form as instructed by CBS Ltd.
5. Appointment for Verification: Once your online form is completed, the Council will send you an appointment email. At this appointment, an officer will meticulously check your DBS application, your Identification documentation, and, if applicable, your 'Right to work in the UK' documentation.
6. Submission to CBS Ltd: After the Council is satisfied that your application and all supporting documents are correct and matching, they will submit your DBS certificate application form to CBS Ltd.
7. CBS Ltd Processing: CBS Ltd will then perform their checks on the form and submit it to the DBS Agency for processing.
8. Certificate Issuance: Your DBS certificate is typically issued within ten working days. You will receive a physical paper copy in the post.
9. Crucial Registration with Update Service: As soon as you receive your paper DBS certificate, you must register it with the DBS Update Service. This must be done within 30 days of the date of issue of your DBS certificate. Failure to do so means you cannot register that specific certificate, and you will need to reapply for a new one.
10. Electronic Notification to Council: CBS Ltd will electronically notify the Council once your DBS certificate has been issued.
11. Next Steps Based on Certificate Status:
    • Clear Certificate: New drivers will progress to Stage 3 of the application process, while renewal drivers will move to Stage 4.
    • Concerns: If the Council has any concerns regarding your DBS certificate, they will contact you directly.

Unless specifically requested by the Council, you should not send your DBS certificate to them. While there is generally no option for a paper application, if you wish to explore this, you should contact the Council for guidance on that specific process.

What Happens If I Don't Do Anything?

Ignoring your responsibilities regarding the DBS Update Service carries severe repercussions for your Hackney Carriage or Private Hire Driver licence. If you do not ensure that you remain subscribed, your licence is fundamentally at risk and could be suspended or revoked. This is not a hypothetical threat but a real consequence of non-compliance.

Furthermore, if you fail to ensure the DBS Update Service has your correct personal email address, they will be unable to contact you directly to manage your own subscription. As previously mentioned, this could lead to the cancellation of your Update Service account, necessitating a costly new DBS application and re-registration.

It is in your absolute best interest to maintain a clear record of your Update Service subscription renewal date and to proactively manage your account. Drivers have been required to take ownership of registering or renewing their subscriptions since 1 September 2019, and this responsibility remains firmly with you.

Comparative Costs: Staying Subscribed vs. Lapsing

To highlight the financial prudence of maintaining your Update Service subscription, consider this comparison:

As evident from the table, a consistent annual payment of £16 is significantly more economical than facing a £100.10 charge for a new certificate if your subscription lapses. This does not even account for the potential loss of earnings if your licence is suspended during the period of non-compliance.

Frequently Asked Questions (FAQs)

Here are answers to some common questions regarding DBS certificates and the Update Service for Manchester taxi drivers:

Q: What if I decide to opt out of the Update Service?

A: If you choose to opt out of the Update Service, you will be required to provide a new DBS certificate at the request of the Council at least every 4 months. You will need to pay the full application fee (£50 to CBS Ltd, plus the associated appointment fee) every single time. This is a far more costly and administratively burdensome option than maintaining the annual £16 subscription.

Q: Can I use a paper application for my DBS certificate?

A: The standard process is an online application. There is generally no option to use a paper application. However, if you wish to explore this, you should contact the Council directly, and they will explain the specific process, which may only be available under exceptional circumstances.

Q: What happens if my DBS certificate is not 'clear'?

A: If the Council has any concerns about the information contained within your DBS certificate, they will contact you directly to discuss the matter. This will initiate a specific review process that may impact your licence application or renewal.

Q: How can I ensure my payment card details are always up to date for the Update Service?

A: You must regularly log into your DBS Update Service account online. The DBS agency provides options within your account settings to manage your payment details. It is crucial to proactively check and update these, especially if your card expires or you receive a new one.

Q: Who is CBS Ltd?

A: CBS Ltd (Complete Background Screening Ltd) is the DBS service provider that Manchester City Council uses to facilitate the DBS application process for its licensed drivers. They act as an intermediary, processing your application before it is submitted to the DBS Agency.

Important Reminders

• Proactive Management: Take full ownership of your DBS Update Service subscription. It is your responsibility to register, renew, and keep your details updated.
• Email Address: Ensure your personal email address is correctly registered with the DBS Update Service.
• Renewal Date: Make a note of your annual renewal date and consider setting up a direct debit for automatic renewal.
• Costs: Be aware of the costs involved: £50 for a new DBS application, £16 annually for the Update Service, and a significant £100.10 if your subscription lapses.
• Licence at Risk: Failure to comply with DBS requirements puts your driver's licence at risk of suspension or revocation.

By diligently following these guidelines and understanding the importance of the DBS certificate and Update Service, you can ensure continued compliance and protect your valuable Manchester taxi driver's licence.

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