Before appointing a security provider, independently check every proposed operative’s appropriate licence on the SIA Register of Licence Holders and check any claimed Approved Contractor status on the separate register. Then test the provider’s screening, insurance, data-handling and operational records against the actual risks at your premises. Provider records should support—not replace—official checks.

Start with the official SIA register for individual licences

Begin with the work each person will actually do. The government says the correct SIA licence must be checked before someone is hired for private security work. Ask the provider to identify the proposed role and operative, then independently check that person on the SIA Register of Licence Holders. It is a public register, not the provider’s compliance system.

A search can use the 16-digit licence number, or a surname with other details such as date of birth and security role. Record the check date, commissioned role and result. Apply the same process to replacements before they begin a licensable duty. A provider’s spreadsheet, portal view or copy of a licence can support the conversation, but cannot replace the official register.

Keep individual licences separate from Approved Contractor status

Two SIA checks answer different questions. The SIA licenses people; its Register of Approved Contractors lists organisations that meet the requirements of the voluntary Approved Contractor Scheme (ACS). Approval is for specified regulated activities, rather than a blanket approval of every service a company may offer. If a tenderer says it is an approved contractor, check the legal entity and the activity shown on that register.

ACS status does not remove the need to check the individual who will perform the work. Equally, a valid individual licence does not make the employing company an SIA Approved Contractor. SSS Official is not an SIA Approved Contractor and does not present itself as one. Clients should assess its workforce evidence and service arrangements on their own merits, while using the official individual-licence register for the relevant personnel.

Ask for evidence that fits the site and the contract

Licensing is an essential threshold, not a complete due-diligence programme. ProtectUK recommends setting checking standards in the contract, auditing an agency’s process and confirming that the person supplied is the person who arrives. Match the depth of review to the access, information, assets, lone-working arrangements and hours at the site.

Decision area Ask the provider for Client-side check
Individual licence Named operative, role and 16-digit SIA number Check the appropriate person and role on the official Register of Licence Holders; record the date and result.
Company status Legal entity name and any ACS claim Use the separate Register of Approved Contractors and check the approved activity, if ACS is claimed.
Workforce screening Screening standard, completion status, substitution process and audit route Test whether the approach is proportionate to the assignment and whether the contract defines the evidence and escalation route.
Insurance Current certificates and policy details Check the policy period, insured entity, limits, exclusions and any contract-specific requirement with the appropriate adviser.
Operational record Named shift cover, site instructions, attendance, patrol and incident-reporting arrangements Agree who can see which records, who reviews exceptions and how changes or incidents are escalated.

Treat BS 7858 as a screening question, not a shortcut

BS 7858 is a British Standard code of practice for screening people who work in secure environments. Its objective is to obtain sufficient information for an informed employment decision. Ask about the provider’s method, completion status and responsibility for outsourced checks rather than accepting a bare “vetted” label. It is not a guarantee about future conduct.

For SIA Approved Contractors, the SIA says working to BS 7858 or an appropriate sector equivalent is a scheme requirement. For any provider, ask how screening applies to each role, what happens if information cannot be verified and how a temporary replacement is controlled. Do not request full screening files without a clear, lawful and necessary reason. Limit client access to the personal data needed for the agreed purpose.

Turn the checks into an operating routine

Build due diligence into mobilisation and contract management, rather than completing it only at tender stage. Set named owners and agree notification of personnel changes, how instructions are acknowledged, retained evidence and the review of incidents or exceptions. The HSE’s sequence—identify hazards, assess and control risk, record findings and review controls—is a useful discipline for making this proportionate.

Do not collect a broader workforce dataset simply because a client portal makes it possible. The ICO’s data-minimisation principle requires personal data to be adequate, relevant and limited to what is necessary for the purpose. In practice, agree the client users, the record categories, retention expectations and an escalation contact before access is granted.

What to prepare before speaking to a security provider

Bring a concise operating brief rather than only a headcount. Identify the premises and access points, operating hours, peak periods, expected visitors and contractors, controlled areas, known incident patterns and lone-working or welfare considerations. Ask the provider to explain the proposed licence and screening evidence for each role rather than assuming one licence type covers every duty.

Also prepare the legal entity to contract with, insurance requirements, substitution approval, the reporting timetable and the minimum records needed. Decide which staff may access personal workforce information and why. This gives both parties a clearer basis for an auditable, proportionate specification.

Discuss the evidence trail with SSS Official

SSS Official is ISO 9001 certified. The company confirms that all deployed personnel hold the appropriate SIA licence, that personnel are vetted to BS 7858 standards, and that it holds £10 million public-liability and £5 million employers’-liability cover. These statements do not make SSS an SIA Approved Contractor; SSS is not one. As with any provider, clients should independently check relevant individual licences and review the evidence appropriate to the assignment.

For an agreed deployment, the SSS Application can support the operational record by providing client access to agreed rotas, licence and vetting/compliance details, site instructions, attendance information, foot or mobile patrol logs and incident reports. It can also receive client shift requests. Access and records should be configured around the agreed operational and data-protection requirements; the application is not the official SIA register. Explore SSS corporate security services or contact SSS Official to discuss a site or portfolio requirement.

Sources and further reading

Published: 30 September 2026. Reviewed: 30 September 2026.

This article provides general operational information for facilities, property and procurement teams. It is not legal, employment, insurance, data-protection or regulatory advice. Seek advice on the facts and contractual requirements of your organisation and assignment.