Register your Organisation with Mayflowerto process DBS Applications - (enter details in shaded boxes)
- On receipt of your form we will email your unique username & password to access our online DBS Application software.
Required Information / Enter details below in shaded boxesOrganisation Name:
Address line 1:
Address line 2:
Town:
Postcode:
Invoice address (if different):
Contact/Dept. Name:
Address line 1:
Address line 2:
Town:
Postcode:
*Invoice email:
*Invoices will be emailed to this address
Telephone number:
No. of expected DBS Applications per year:
Reason why DBSs required
* provide as much detail as possible – we will need to contact you if insufficient detail provided
Application type: / On-line application forms – we will send you a username & password to pass on to your applicants
Declaration: We confirm on behalf of the Organisation named above that:
(i)We have read the DBS Code of Practice and agree to observe and adhere to the obligations contained within it. We have also set up a Policy on the Secure Storage, Handling, Use, Retention and Disposal of Disclosures and Disclosure Informationand a policy statement on the recruitment of ex-offenders.(ii)We, the undersigned, confirm that either one of us will check original identity documents for purposes of verification of name and current address according to DBS guidelines, for each individual seeking employment through our organisation where the nature of the employment is such that a DBS check is an eligible part of recruitment.
(iii)We accept responsibility for checking the documents personally and understand that Mayflower Disclosure Services Ltd. and its counter-signatories will not have seen the original documents and take no responsibility for their validity.
(iv)We understand that Mayflower will obtain Disclosure information on the organisation’s behalf and will take no part in the employment decision unless otherwise agreed in writing.
(v)Although Mayflower will endeavor to apply for (from DBS) and to forward Disclosure information to the organisation on the day of receipt, Mayflower cannot be held responsible for any delays in receiving Disclosure information which are beyond its reasonable control.
(vi)We understand that there can be no absolute guarantee of the accuracy of a Disclosure, and that it does not carry a pre-determined period of validity because a conviction or other matter could be recorded against the subject of a Disclosure at any time after it is issued. Recruitment decisions should be made as soon as possible after the receipt of a Disclosure.
(vii)We understand that Mayflower will not enter into any correspondence in the event of a dispute as to the accuracy of a Disclosure. It will be the responsibility of the subject of the Disclosure to resolve the matter directly with the DBS.
(viii)We understand that Mayflower will allow us access to our applicants’ electronic Disclosure Certificates or send us copies of our applicants’ Disclosure Certificates (whichever applicable) and we will store them in line with the DBS Code of Practice.
(ix)We will obtain the express permission from applicants to obtain a Disclosure before applications are submitted to Mayflower.
(x)We have read and understand Mayflower Terms of Business.
Nominate your Primary Contact & Applicant/Managers / ID checkers below:(see p.2 for more detail of Roles)
DBS Role / Name / Position in Organisation / Email / “I have read & understood Mayflower Declaration & Terms of Business” (Signature required) / DatePrimary Contact
(limited to one per Organisation)
Applicant Manager #1ID Checker #1
*select role fromshaded box
Applicant Manager #2ID Checker #2
*select role from shaded box
Applicant Manager #3ID Checker #3
*select role from shaded box
Print, sign, scan and return to: ORPOST TO...
Mayflower Disclosure Services Ltd, 76 Rollesbrook Gardens, Southampton, SO15 5WB
Online DBS Application Roles
Mayflower- Registered/Umbrella Body with DBS
- Counter-signs & validates DBS Application
- Submits DBS Applications to DBS
- Liaise with DBS throughout application processing
Primary Contact (limited to one person per organisation only)
- Same as Applicant Manager, plus:
- ReceiveEmail notifications when DBS checks completed
- Receive paper DBS certificates (when DBS is not clear)
Applicant Managers
- Same as ID checker,plus:
- Authorise applications & submit them to Mayflower
- View clearDBS check results online
- Viewprogress of DBS applications throughout processing
- Track progress applications using in-built tracking facility
- Can withdraw DBSapplications
ID Checkers
- Check applicants ID documents
- Submit application to Applicant Managers/Primary Contact for authorisation
Applicants
- Completeonline DBS Applications using their assigned Organisation reference & password
Terms of Business
1. DEFINITIONS1.1 In these Terms of Business the following definitions apply: -
“Customer”means the person, firm or corporate body together with any subsidiary or associated company as defined by the Companies Act 1985 to which the Service is supplied;
“Applicant”means theIndividual, requiring a DBS Check or Disclosure
“The Service Provider”means Mayflower Disclosure Services Ltd. 76 Rollesbrook Gardens, Southampton, SO15 5WB
“DBS”means the Disclosure and Barring Service, PO Box 110, Liverpool, L69 3EF
“Disclosure Scotland”means Disclosure Scotland, PO Box 250, Glasgow, G51 1YU
1.2 Unless the context otherwise requires, references to the singular include the plural and references to the masculine include the feminine and vice versa.
1.3 The headings contained in these Terms are for convenience only and do not affect their interpretation.
1.4 The Service Provider reserves the right to make changes to these Terms and Conditions at any time.
2. THE CONTRACT
2.1These Terms constitute the contract between the Service Provider and the Customer/Applicant for the supply of Disclosure and Barring Service/Disclosure Scotland Disclosure services by the Service Provider to the Customer/Applicant and are deemed to be accepted by the Customer/Applicant by virtue of its request for DBS/Disclosure Scotland Services.
2.2No variation or alteration to these Terms shall be valid unless approved by the Service Provider in writing.
2.3Unless otherwise agreed in writing by the Service Provider, these Terms prevail over any terms of business or purchase conditions proffered by the Client.
3. CHARGES/SERVICE
3.1 The Customer/Applicant agrees to pay the charges of the Service Provider as notified at the commencement of the Service and as may be varied from time to time during the Service. The charges are calculated at the prevailing DBS/Disclosure Scotland charge plus a counter-signatory/admin charge per application. Other charges may be applicable for additional services, - i.e. delivery charges and unforeseen expenses. VAT may be payable on the entirety of these charges.
3.2 The fee for a Disclosure is a processing fee and it is charged at the point of application.
3.3 Payment should accompany the application form unless arrangements as per 3.4 have been made.
3.4 By arrangement, the charges can be invoiced to the Customer when the application form has been submitted to the DBS/Disclosure Scotland and are payable within 15 days. The Service Provider reserves the right to charge late payment fees up to £40 plus interest on any overdue amounts at the rate of 8% per annum above the base rate of the Bank England from the due date until the date of payment.
3.3 The Customer/Applicant is responsible for charges and other expenses relating to their application unless otherwise arranged.
3.4 The Customer/Applicant is responsible for charges and other expenses relating to their application unless otherwise arranged even if the application is rejected by the DBS/Disclosure Scotland.
3.5 DBS/Disclosure Scotland application forms (from eligible individuals) paid up front through our online application system will be countersigned by the Service Provider within 3 working days (during normal working hours) and forwarded to the appropriate agency for processing subject to an accurately completed application form with no further queries.
3.6 DBS/Disclosure Scotland application forms paid up-front through our online application system will be countersigned by the Service Provider within 5 working days (during normal working hours) and forwarded to the appropriate agency for processing subject to the Customer’s approval (by an authorised Applicant Manager) and receipt of an accurately completed application form with no further queries.
3.7 Applicant’s Failure to Complete Process – Where an Applicant fails to provide requested information or documentation within 56 days, the Service Provider reserves the right to withdraw the application and request the process be re-started. This will incur an additional DBS/Disclosure Scotland charge plus the Service Provider’s counter-signatory/admin fee, plus VAT charged at the applicable rate.
3.8 Customer’s Failure to Complete Process – Where a Customer fails to provide requested information or documentation within 56 days of approving an application form, the Service Provider reserves the right to withdraw the application and request the process be re-started. This may incur an additional DBS/Disclosure Scotland charge plus the Service Provider’s counter-signatory/admin fee, and VAT charged at the applicable rate.
3.9 The DBS returns online application results as an E-Certificate to the Customer (specifically to an authorised Applicant Manager). Alternatively, where a DBS certificate displays “content” (ie: criminal record information), the DBS return a paper certificate to the Service Provider. Within 5 working days of receipt of the paper certificate, the Service Provider dispatches the paper certificate, by post, to the Customer (marked for the attention of the Primary Applicant Manager). In all cases a paper certificate is posted to the Applicant directly from the DBS, to the current home address provided by the Applicant on their application form.
3.10 Disclosure Scotland returns application results as a paper certificate. Within 5 working days of receipt of the paper certificate, the Service Provider dispatches the paper certificate, by Post, to the Applicant, to the current home address, provided by the Applicant on their application form; or with the Applicant’s permission/knowledge, to their Employer (the Customer).
4. LIABILITY
4.1 Whilst every effort is made by the Service Provider to provide satisfaction to the Customer/Applicant and to provide them in accordance with the Customer’s/Applicant’s request, the Service Provider, its commissioners, employees, officers and agents shall not be liable for any loss or damages or expenses of any kind including without limitation compensatory, direct, indirect or consequential damages, loss of data, documents, income or profit, loss of or damage to property or claims by third parties howsoever arising. For the avoidance of doubt, the Service Provider does not exclude liability for death or personal injury arising from its own negligence.
4.2 The Service Provider is not responsible for the information produced on the final Disclosure and Barring Service/Disclosure Scotland Disclosure Report/Certificate. This is produced by the DBS/Disclosure Scotland and the Service Provider does not have any involvement with the production of this report.
4.3 Whilst every effort is made by the Service provider to ensure the information provided by the Customer/Applicant on the DBS/Disclosure application form is accurate, the Service Provider, its commissioners, employees, officers and agents shall not be liable for any loss or damages or expenses of any kind due to inaccurate information on a completed DBS/Disclosure application form which has been signed by the Customer/Applicant.
5. TERMINATION
5.1 The Customer/Applicant will inform the Service Provider immediately in writing if they wish to withdraw their application. A reimbursement will be credited to the Customer/Applicant provided a formal cancellation has been received. However, if the application has already been counter signed by the Service Provider and forwarded to the Disclosure and Barring Service/Disclosure Scotland, the applicable charges and related expenses will still apply.
6. LAW
6.1 These Terms are governed by the law of England & Wales and are subject to the exclusive jurisdiction of the Courts in England & Wales.
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