FAQs
Read the answers to all your questions below.
General
What are reference checks and why are they so important?
Whether you are an organisation reference checking an individual’s past, or an individual providing a reference for an organisation, reference checks are a vital tool in gaining trust and peace of mind for any sort of professional relationship, as well as ensuring standards set in law are upheld. You can read more here.
How do I pay to start my employee background checks?
We have 2 options to pick from: Our first option and the simplest and quickest way to pay, is to use a credit card. You can purchase your credits from the Marketplace or by starting a New Check. Once the payment has been made you’ll be able to access your credits and send out invites right away. We accept Visa, Mastercard and American Express payments. Our second option is the ability to invoice you. Once the request for services has been made we will invoice you with 30 day payment terms, invoicing is subject to VetttingGateway approval T’s and C’s apply
How much do the background checks cost?
Our Starter subscription is always free. The checks are individually priced and start from as little as £5.50 for a transactional check. Our Business subscription is £109, our Enterprise subscription is £139 per seat licence, per month and our Enterprise Hub subscription is £159 per licence, per month. More details can be found on our pricing page here.
What’s the difference between the subscription packages?
Our Starter subscription package is perfect for single users wishing to pay for checks as they go. Alternatively, our Business, Enterprise and Enterprise Hub packages are perfect for larger businesses seeking enhanced functionality. Click here to compare our packages.
How many users can I have?
Under our free Starter subscription, you can have a maximum of 1 user, however under Business and Enterprise you can have as many as you wish.
How can I upgrade my subscription?
All you need to do is go to ‘Your Subscription’ to quickly update your plan and take full advantage of the extra features.
What if I need to cancel my subscription?
No problem, if you are on a monthly payment plan please email enquiries@idgateway.co.uk that you’d like to cancel your subscription and the available services will cease at the end of the billing month. If you are on an annual payment plan, please email enquiries@idgateway.co.uk and one of the team will be happy to help. If the subscription is cancelled mid-term the monies will not be refunded but the functionality is still available to use until the end of the year, please see T’s and C’s.
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How do I get my organisation set up?
You simply sign up here and register your organisation name and contact information. You can then pick the subscription which best suits you. Find out more on our pricing page. Once complete you can upload your company logo and branding so that all your communication clearly comes from your business.
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What is a gap period?
A gap period is a period of time when the individual was often unemployed at home potentially on holiday or travelling. It is a period which isn’t being covered by an employment/ self employment/ education / claiming benefits reference. A personal referee or evidence of this time is usually obtained.
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How does the applicant provide their information to VettingGateway?
You simply invite them via an email link to complete the set of checks you have assigned to them. For example, if you’re conducting a UK DBS the applicant will be asked to share their identity information and address history through the secure VettingGateway portal. Once they have completed their application they will appear on your dashboard ready for you to start the background check.
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How does the result of the check appear in VettingGateway?
You will receive updates on your check throughout its request however the majority come back within minutes of you requesting. The result will then appear as a PDF within the platform for you to review and approve
I only need to do a credit check and identity check. Can I do these in VettingGateway?
Yes- you can use VettingGateway to complete individual checks such as an ID check on your applicant, without having to run a full employment history search.
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How long is a GSAT valid for?
The certificate is valid for five years, however the airport may require it to be renewed within a shorter period of time
How long does the credit check take to be returned?
The result usually appears within minutes of you requesting the check
Aviation
Do I have to use your integration for a DBS/GSAT or can I obtain my own?
No you don’t have to use our integrations, but you can certainly manage the process within VettingGateway. You can log when the application was requested and upload the certificate so that all documents are kept together for your airside pass application and you can also monitor validities, so documents don’t expire
Do you integrate with AirportGateway?
Yes we do, once your applicants referencing is complete we have a seamless integration with AirportGateway to transfer your applicants referencing details and their documents. Saving you a lot of administration time in entering this information
How will I know if I need an overseas criminal record check for my applicant?
VettingGateway will alert to you if your applicant has spent 6 months or more in any one country and will help you create a message to your applicant to ask them to request this certificate
Healthcare
How do I create my own referencing checks bespoke to our business?
Simply sign up to our Business subscription and you can select from our list of transactional checks such as an Identity check, a Basic UK DBS, Directorship check etc, along with the number of years referencing you would like to obtain from your applicant. Once you create this group of reference checks you can invite your applicants against this bespoke standard
How do I get the information from my applicant into VettingGateway?
All you need to do is once you have selected the right checks for your organisation, you then send an email invite link to your applicant. Once the applicant clicks this link it will take them straight into their application where we use a gov.uk technique to logically ask each question and obtain all the information you need to conduct your back ground check
Financial Services
How do I create my own referencing checks bespoke to our business?
Simply sign up to our Business subscription and you can select from our list of checks such as an Identity check, a Basic UK DBS, Directorship check etc, along with the number of years referencing you would like to obtain from your applicant. Once you create this group of reference checks you can invite your applicants against this bespoke standard
Why do I need a FCA check?
To employ an individual to conduct a specific role such as advising on investments or stakeholder pensions and share schemes, they must be approved prior to starting this role. A Financial Conduct Authority check will report back to you:
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Controlled functions - current/previous
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Appointed representative - Current/previous
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Any disciplinary details.
Allowing you to make an informed decision regarding the individual before they start the new role.
Recruitment
I’m doing a recruitment day but not all my candidates will get the job, do I have to pay to reference every candidate?"
No, under our Business licence you have unlimited referencing, as such you can place all your candidates into VettingGateway but you can select who you wish to reference
I only want to obtain 2 references, is this possible?"
Yes, you can obtain any number of references you wish under our Business licence. You can create your own referencing standard and not only collect references by number but by years and even type of references such as 2 company references/ 2 education references
Criminal Record Checks
What type of caution appears on a DBS Check?
Police cautions will appear on a DBS Certificate, besides under two exceptions. These are cautioning the subject received when they were under the age of 18 and two years have passed since the caution, or cautions received when the subject was 18 or over and six years have passed since the caution.
When will a conviction appear on a DBS certificate?
A conviction will always appear on your DBS certificate if it meets the following criteria: The conviction resulted in a custodial sentence to the subject, including a suspended sentence, or if the subject has been convicted of more than one offence, in which case every conviction appears on a DBS Certificate.
Is a DBS Check valid in Scotland?
Since January 1st 2018, Disclosure Scotland is the only check accepted for all Scottish nationals seeking work, volunteering, or adoption in Scotland. However, citizens from England or Wales must obtain disclosure through their own nations checks, such as DBS.
What type of caution appears on a DBS Check?
Police cautions will appear on a DBS Certificate, besides under two exceptions. These are cautioning the subject received when they were under the age of 18 and two years have passed since the caution, or cautions received when the subject was 18 or over and six years have passed since the caution.
When will a conviction appear on a DBS certificate?
A conviction will always appear on your DBS certificate if it meets the following criteria: The conviction resulted in a custodial sentence to the subject, including a suspended sentence, or if the subject has been convicted of more than one offence, in which case every conviction appears on a DBS Certificate.
When is a DBS Check carried out?
Any DBS Check should only be carried out once an official job offer has been made.
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What happens if I change jobs?
A DBS Check can not expire, however the search conducted will only have been valid up until the date of the check. This means employers can ask that you complete a new check whenever you start in a new position, where required.
Social Media Checks
Why can’t I just conduct social media checks manually?
As Social Media Checks rise in popularity, employers are advised to avoid the temptation to manually check the social media accounts of their candidates. The risks of compliance breaches and human bias are, quite simply, too great. Here are just some of the problems associated with manual Social Media Checks:
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Breaches in data and privacy laws
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Inaccurate information – it’s easier than you might think to check the wrong person
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Human bias and error
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Cumbersome and time-consuming – it is virtually impossible to scan and collect social media data as comprehensively as a purpose-built algorithm
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Candidate Experience – a candidate is likely to have a much more favourable view of an employer if they trust that their social media will not be accessed by a human. The impartial nature of using software to conduct a Social Media Check means that employers won’t lose the trust of their new hires during the background checking process.
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What platforms are checked?
The individual(s) you invite for Social Media Checks will be given the option to select from a range of commonly used platforms like Facebook, Instagram, Twitter, Flickr, Medium, Tumblr
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What is included in the Social Media Check Report?
At the end of each Social Media Check, you will be provided with a comprehensive but easy-to-read report highlighting any issues uncovered within the 7 key index measures. These include:
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Extremist groups
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Swearing & profanity
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Negative sentiment
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Hate speech
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Violent images
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Potential nudity
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Toxic language
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How long does a Social Media Check take?
The time to conduct a social media check depends on the number of accounts being scanned. A typical Social Media Check takes around 15 – 20 minutes from the point of consent being given to a report being generated.
Are Social Media Checks legal?
With VettingGateway, you can be sure that your checks are compliant and legal. The platform ensures consent is obtained and that all scans are conducted consistently, eliminating any chance of human bias or error, that come from manual checks, which could later lead to disputes.
Education and Employment Checks
I don’t have an internal referencing standard - what time frame would you suggest I reference my applicants to?
Among our clients our most popular check is a 5 year check, however 3 years often provides a good overview of what the applicant has been doing and provides detail on movement between jobs or locations.
Will referees have kept employment records covering the time period I specify?
As a general rule most companies and institutes will keep staff records between 5- 7 years.
Can I just obtain the most recent reference rather than a period of time?
Yes of course, VettingGateway allows you to specify your referencing standard by time frame and by type of reference. See our reference by reference page for more information.
How many employment references can I obtain?
As many as you require, as long as you specify how far back in time you wish to collect the information from, then the applicant will be asked within their online application form to submit to you what you require.
What if my employee hasn’t studied in the last 5 years but I need an education reference?
If you are expecting your employee to have gained a particular qualification, you can set up the parameters you require such as an education reference within the last 15 years. This will ensure the applicant provides to you the correct information without you having to chase them for it.
Right to Work Checks
Why should I use Digital Right to Work Checks?
A Right to Work Check ensures businesses are able to meet their legal obligations. However, a Digital Right to Work check allows employers to digitally verify the identity of their new starters and confirm their Right to Work remotely rather than in person. This helps to speed up time-to-hire and reduces human error.
What happens when the Right to Work Check is completed?
Once the applicant's Right to Work check is returned to them, their Full Right to Work Status Report will be uploaded to their VettingGateway profile for you to review.
What device can an applicant use to complete their Digital Right to Work Checks?
An applicant must use their mobile device that has a camera so that they are able to upload a selfie for biometric face matching. VettingGateway will prompt the applicant to complete the checks on a mobile device by providing them a QR code or link.
What happens if an applicant doesn't have a mobile device with a camera?
The applicant will be asked to provide a reason for not being able to complete their checks. This will then be relayed to their applicant profile in VettingGateway for your review. A manual Right to Work Check will then need to be completed.
BS7858
Do I need a BS7858 check completed on my applicant to obtain an SIA licence?
BS7858 vetting checks are not required in order for applicants to obtain SIA licences, although they do remain best practice. The BS7858 screening standard was published by the BSI, and the 2019 standard (which replaced the 2012 standard) is regulated by the Security Industry Authority (SIA).
Does VettingGateway enable Limited Screening?
Yes! The Milestones feature lets you configure your checks and conditions for Limited Screening and then triggers a task to notify you when a candidate has completed them.
What is contained in a BS7858 check within VettingGateway?
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Proof of identification
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Proof of address
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6-year credit check
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5 year employment history
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UK Basic DBS
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Any gaps in employment over 31 days
Airside ID Card
Can my applicant get an airside pass if they have a criminal record?
Anyone who has a criminal record check which reveals they hold an unspent disqualifying conviction, or equivalent overseas conviction, will not be able to pass a background check. Further details can always be sought from the airport themselves
How do I know if my applicant has any gaps in the 5 year career history?
VettingGateway will ask the applicant within their application form to account for their whereabouts over 5 years including any periods of time over 28 days. When their application is submitted to you for processing, the platform will also tell you if any new gaps appear so you can cover them accordingly
BPSS
Do I have to reference just the 3 year period of employment history or can I reference further back?
As a minimum to satisfy the BPSS you are required to obtain the preceding 3 years worth of employment history for your candidate. You can indeed reference more years if you wish, this can all be customised in VettingGateway.
Do I also need to do a Right to Work check as part of this BPSS process?
Yes as part of employing someone in the UK we always recommend a RTW check is done, identity documents can be captured and saved within our referencing portal for you to view and satisfy yourselves that copies have been obtained from your new employee. However original documents may still need to be viewed.
Pricing
How do I pay to start my employee background checks?
We have 2 options to pick from: Our first option and the simplest and quickest way to pay, is to use a credit card. You can purchase your credits from the Marketplace or by starting a New Check. Once the payment has been made you’ll be able to access your credits and send out invites right away. We accept Visa, Mastercard and American Express payments. Our second option is the ability to invoice you. Once the request for services has been made we will invoice you with 30 day payment terms, invoicing is subject to VetttingGateway approval T’s and C’s apply.
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How much do the background checks cost?
Our Starter subscription is always free. The checks are individually priced and start from as little as £5.50 for a transactional check. Our Business subscription is £109, our Enterprise subscription is £139 per seat licence, per month and our Enterprise Hub subscription is £159 per licence, per month. More details can be found on our pricing page here.
What’s the difference between the subscription packages?
Our Starter subscription package is perfect for single users wishing to pay for checks as they go. Alternatively, our Business and Enterprise packages are perfect for larger businesses seeking enhanced functionality. Click here to compare our packages.
How many users can I have?
Under our free Starter subscription, you can have a maximum of 1 user, however under Business and Enterprise you can have as many as you wish.
How can I upgrade my subscription?
All you need to do is go to ‘Your Subscription’ to quickly update your plan and take full advantage of the extra features.
What if I need to cancel my subscription?
No problem, if you are on a monthly payment plan please email enquiries@idgateway.co.uk that you’d like to cancel your subscription and the available services will cease at the end of the billing month.
If you are on an annual payment plan, please email enquiries@idgateway.co.uk and one of the team will be happy to help. If the subscription is cancelled mid-term the monies will not be refunded but the functionality is still available to use until the end of the year, please see T’s and C’s.