Criminal record checks policy template
If you are undertaking criminal record checks as part of your onboarding process, this model policy provides you with a legal, effective framework.
- 2 pages / 450 words.
- Last updated 04/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Criminal record checks policy
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.
Send to appropriate internal recipients such as employees, workers, contractors etc. and request confirmation that is has been read and understood.
Issue during onboarding / after changes / planned refresher.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Criminal record checks policy template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas 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.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
