Form Of Agreement

Form of Agreement: DBS Administration Services

Between: United Medicare Ltd (“UM”) and the Client named below.

1. Definitions

  • Administration Fees: Charges payable by the Client.
  • Administration Services: Checking, countersigning, and submitting Disclosure Application Forms (DAFs) and handling Disclosure outcomes.
  • Applicant / Candidate: Individual subject to a DBS check.
  • Clear Disclosure: A result with no content relevant to the role.
  • Company: United Medicare Ltd, trading as United CRB.
  • DAF: Disclosure Application Form issued by DBS, DS, or ANI.
  • DBS: Disclosure and Barring Service.
  • DS: Disclosure Scotland.
  • ANI: Access Northern Ireland.
  • DPA: Data Protection Act 2018 and UK GDPR (as amended).
  • ISA: Independent Safeguarding Authority.
  • Nominated Person: Client-appointed individual responsible for handling Disclosures and decisions.
  • Volunteers: As defined by DBS – unpaid roles with no training, payment, or financial benefit.

2. Basis of Contract

UM will act as an umbrella body on behalf of the Client to process DBS, DS, and/or ANI checks, including ISA Adult First checks. Acceptance of this agreement confirms the Client’s understanding of and commitment to the DBS Code of Practice.

3. Client Responsibilities

  • Confirm identity checks have been completed for each applicant.
  • Appoint and supervise Nominated Persons.
  • Ensure each DAF is fully completed prior to submission.
  • Use forms solely for authorised purposes.
  • Maintain confidentiality and follow DBS policy guidance.
  • Pay all applicable fees upon submission of each DAF.
  • Maintain credit with UM unless otherwise agreed in writing.

4. UM Responsibilities

  • Process DAFs promptly and accurately.
  • Notify the Client of any fee changes or missing information.
  • Submit checked and signed applications to the relevant authority.
  • Confirm outcomes for clear Disclosures.
  • Operate in line with DBS, DS, and ANI standards and timeframes.

5. Limitation of Liability

  • UM does not make recruitment decisions and accepts no liability for outcomes.
  • The Client indemnifies UM against claims unless arising from UM’s proven negligence.
  • UM is not liable for losses resulting from delays or incorrect third-party information.

6. Data Protection & Confidentiality

  • UM complies fully with the Data Protection Act 2018 and UK GDPR.
  • The Client must obtain appropriate consent and safeguard all sensitive personal data.

7. Storage & Handling of Disclosure Information

Disclosure data is stored securely, separate from personnel files, with access limited to authorised persons. Electronic records are managed within a secure rotational database.

8. Termination

  • Either party may terminate the agreement with one month’s notice in writing.
  • Immediate termination may occur if there is a material breach or payment failure.

9. Force Majeure

Neither party shall be held liable for delays caused by events beyond their reasonable control, including but not limited to natural disasters, strikes, civil unrest, or DBS service disruptions.

10. Agreement Sign-Off

Nominated Persons (max 2):

  • Name & Position:
  • Name & Position:

Client Sign-Off:

  • Name:
  • Organisation:
  • Date:
  • Invoice Address:
  • Postcode:
  • Telephone Number:

United Medicare Sign-Off:

  • Name:
  • Date:

Version 2.1 | Updated October 2025