DVLA licence checks for employers: how to get a share code and set re-check reminders

Contents

• Quick answer
• Who this is for
• How the DVLA share code check works
• Step-by-step: run your first check
• How often to re-check (risk-based schedule)
• Data protection and record keeping
• Automate reminders and evidence capture
• Troubleshooting: common issues with share codes
• What are people saying on Reddit?
• Handy resources
• FAQ

Quick answer

• To check a worker’s driving licence, ask them to generate a DVLA “check code” and give you the last 8 characters of their licence number. Use the official Check someone’s driving licence information service to view entitlements and points. The code is single-use and expires in 21 days.
• Keep a simple record that a check took place (date, outcome, any restrictions) and schedule re-checks based on risk. Many fleets re-check every 6 months for standard van drivers and quarterly for higher-risk drivers.
• If you process information about endorsements or disqualifications, that’s criminal offence data. Follow ICO guidance on lawful basis, Schedule 1 conditions and retention.

Who this is for

• Owners, ops managers and HR in trades and construction who supply vans or allow staff to drive for work.
• Principal contractors who need a light-touch process for subcontractor drivers attending site.

How the DVLA share code check works

• Workers generate a one-time code via View or share your driving licence information. They’ll need their licence number, National Insurance number and postcode.
• You, as the employer, use Check someone’s driving licence information with the code and the last 8 characters of the licence number.
• Codes can only be used once and expire after 21 days, but drivers can create multiple active codes if needed.

What you can see in the check

• Licence validity and categories they’re allowed to drive
• Start/end dates for each entitlement
• Penalty points and any disqualifications/restrictions

Step-by-step: run your first check

1. Ask the worker to generate a code

• Send them this link: Generate your DVLA check code
• They click Create a code and share the 8-character code with you

2. Run the check

• Go to Check someone’s driving licence information
• Enter the code and the last 8 characters of their licence number

3. Record the outcome (keep it minimal)

• Log: date of check, who checked, result (valid/any restrictions), next review date
• Only store what you need for your purpose

4. Book the next reminder

• Low/medium risk: 6 months
• High risk (points on licence, new drivers, high mileage, towing/plant): 3 months

Short video: creating a DVLA share code

How often to re-check (risk-based schedule)

A sensible, lightweight schedule most SMEs use:

Notes:

• Also re-check after any incident or if insurance asks.
• Keep the schedule flexible. If a driver accumulates points, move them to a higher-risk cadence.

Data protection and record keeping

You’ll likely rely on legitimate interests and/or legal obligation for roles that require driving. If you capture details of endorsements/convictions, that’s “criminal offence data” and you must meet a DPA 2018 Schedule 1 condition and, where required, keep an Appropriate Policy Document.

Helpful ICO guidance:

• Employment records: principles and retention
• Collecting and keeping employment records
• Criminal offence data: what it is and conditions for processing

Practical tips:

• Minimise: record that a check occurred, the date and high-level outcome. Avoid storing full screenshots unless truly necessary.
• Retention: define how long you keep check logs (for example, employment plus 6 years or aligned to your insurance/audit needs). Delete when no longer needed.
• Transparency: tell workers what you collect, why and for how long (staff privacy notice).

Automate reminders and evidence capture

You don’t need specialist software to get started.

Option A: Calendar-only

• Create a shared “Driver checks” calendar
• Add each driver as an all-day event on the next due date; set a 2-week reminder

Option B: Form + sheet + reminders (10 minutes)

• Build a simple Google Form with fields: Driver name, licence last 8, date checked, outcome, next due date, checker
• Responses land in Google Sheets
• Use Google Calendar or a task tool to auto-create a reminder based on next due date (Zapier/Make can do this)

Option C: Add to your onboarding checklist

• Gate vehicle allocation until a check is logged
• Auto-ask new starters for a DVLA code in their welcome email

Cross-links you might find helpful:

• For site access logistics, see Site sign-in on construction jobs: QR code vs kiosk and how to set it up
• For building robust people processes, see Construction performance reviews: templates, KPIs and how to run them on site

Troubleshooting: common issues with share codes

• Code expired or already used: ask the driver to generate a fresh one (codes are single-use, 21-day expiry).
• Name/address mismatch: the driver should check their details on the DVLA service; the postcode must match their licence.
• Northern Ireland licences: use local guidance via nidirect.
• Can’t access the service: the GOV.UK page explains a postal option (form D888/1) if online checks aren’t possible.

What are people saying on Reddit?

Recent threads show a common pain point: codes expiring or being rejected by platforms, and confusion about the exact digits required. Worth knowing if your team also does gig work or holds multiple codes.

• https://www.reddit.com/r/UbereatsUK/comments/1mvqpit/dvla_check_code_problems/
• https://www.reddit.com/r/UbereatsUK/comments/1m8xt5b/its_been_2_days_uber_rejecting_my_dvla_electronic/
• https://www.reddit.com/r/AmazonFlexUK/comments/1h4u2ky/application_help_dvla_check_code/

Handy resources

• Official: Check someone’s driving licence information
• Official: View or share your driving licence information
• ICO: Employment records and retention

FAQ

Can an employer check a driving licence?

Yes, if driving is part of the role. You need the worker’s consent to generate and share a DVLA code. Use the official GOV.UK checker.

How often should we re-check?

Base it on risk. Many firms do 6-monthly for van drivers and quarterly for higher risk. Always re-check after incidents.

What do we have to keep for records?

Keep it minimal: date checked, outcome, any restrictions relevant to the role, and the next due date. Avoid storing unnecessary personal data.

Is information about points special-category data?

It is criminal offence data. Identify a DPA 2018 Schedule 1 condition and maintain an Appropriate Policy Document if required (see ICO guidance).

What if a worker refuses to provide a code?

Explain it’s a safety and insurance requirement. If driving is essential, you can’t allocate driving duties until you have a valid check.

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