Help centre / Right to work and compliance
Set compliance settings and read the disclosure log
Say how you handle DBS certificates and paper checks, record your ICO fee and liability cover, and see who has looked at a criminal record check.
What you'll need: Which jobs need a DBS or other check, Whether you keep copies of DBS certificates, and why.
Set up once in Settings, Compliance settings.
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Choosing the checks each job needs is in Record DBS and other checks.
Answer the compliance questions
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Step 1: Open Compliance settings in Settings.
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Step 2: Answer Do you keep copies of DBS certificates, and why?, with Why you may keep them in your words.
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Step 3: Answer Are some right-to-work checks kept on paper, outside KivoHR?
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Step 4: Choose After how many unexplained days should managers be asked?, then press Save.
Never miss the ICO fee or your liability cover
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Step 1: Under Do you pay the ICO data protection fee?, enter the Registration number (for example ZA123456) and the date it Renews on.
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Step 2: Under Your employer's liability insurance, enter the Insurer and the date the Cover ends on.
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The Policy number is optional.
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Step 3: Compliance warns you 30 days before each date, and marks it critical once the date has passed.
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Leave either one blank and no warning appears.
You may not need to pay the ICO fee if you only use personal data to run your staff, keep your accounts and advertise your own business, and not, for example, for CCTV to prevent crime. Check with the ICO's fee self-assessment.
Almost every employer must hold employer's liability insurance of at least £5 million. You don't need it if everyone you employ is a close relative (unless you're a limited company), or if you're a company whose only employee owns half or more of it.
Read the disclosure log
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Step 1: Open Disclosure log.
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It shows who opened whose criminal record check, when and why.
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Step 2: Every look is logged by itself, before anything is shown.
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There's nothing to fill in.
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The DBS code of practice asks employers to handle certificate information carefully (DBS code of practice).
Stuck?
Should I keep copies of DBS certificates?
Only if you have a reason you can explain. Say it under Why you may keep them.
Where do I choose which jobs need a check?
In Compliance, add what's Needed before they work for each job, place or role. Record DBS and other checks shows how.
A check no longer applies
Open it and press Stop needing it. Records already made stay.
Thanks. That helps us make the guides better.
Not legal advice. Checked against the law on 4 November 2026; we check it again by 1 May 2027, and sooner if the law changes.