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If you are undertaking criminal record checks as part of your onboarding process, this model policy provides you with a legal, effective framework.
1 Overview
1.1 This policy sets out the circumstances in which employees may be required to undergo a criminal records check.
1.2 The purpose of this policy is to ensure that [company name] meets its legal and safeguarding responsibilities while maintaining a fair and transparent process for all employees.
2 Scope
2.1 This policy applies to all employees of [company name], whether permanent, fixed-term, temporary, or engaged on a casual basis. It may also extend to contractors, agency staff, or volunteers where the nature of their role requires such checks.
3 General principles
If, during your employment with us, your role involves contact with [sensitive information | children | vulnerable adults] or falls under any other legally defined circumstances, you may be required to undergo a criminal records check. This requirement is in place to protect both individuals and the organisation, and to
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Knowing ahead of time whether a candidate has a violent, threatening, or high-risk criminal history allows you to make more informed hiring decisions based on your organisation's risk tolerance, job-specific requirements, industry regulations, and other factors.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Criminal record checks policy template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing security and information processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Security and information policies
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