canada

Canada Employee Background Checks

Country Overview

Canada is comprised of several provinces and territories: Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Ontario, Prince Edward Island, Quebec, Saskatchewan and Yukon.

On the federal level, the Personal Information Protection and Electronic Documents Act (PIPEDA) governs organizations involved in commercial activities and applies when personal data is transferred across provincial borders or internationally. Under PIPEDA, “personal data” is defined broadly to include “information about an identifiable individual” excluding certain information such as the name or title of an employee of an organization.

Among other obligations, the ten principles under PIPEDA require organizations to limit collection of personal information to only that which is necessary, to ensure data is accurate, complete and up-to-date and to protect personal data with appropriate security safeguards. Notably, employers should collect appropriate consent from individuals before proceeding with the background check process.

On the provincial level, provinces may adopt privacy laws provided they are deemed “substantially similar” to PIPEDA. Currently, only Quebec, Alberta and British Columbia have separate privacy legislation that impacts the private sector. In 2013, Manitoba passed its data privacy legislation, but the law has not been proclaimed which means it is not currently in effect. PIPEDA is the controlling data privacy law as it pertains to international and interprovincial transfers. When data is being transferred within the particular province itself, the provincial privacy law (if one exists) will control instead of PIPEDA.

Employers should take note that the Social Insurance Number (SIN) is not required and should not be collected for background screening. The SIN is a nine-digit number that is restricted to income reporting purposes. As advised by the Office of the Privacy Commissioner of Canada, unless there is a legislated purpose, private sector organizations should restrict the collection and use of SINs.

For further information, download our Canada Country Data Sheet.

 
Individual Records Searches   Signup

  Canada Criminal Records Search - Province 

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Local Level - Provincial Courts (All other provinces)/(Alberta only)

Requirements: Full name, date of birth, current Canadian address, release form

A provincial search is a local court search that is based on the applicant’s residence history. This search will return any summary and indictable offenses found in the particular province being searched and will include more details than the CPIC search such as date of offense, charge type, disposition and sentencing information. In most cases these searches can be completed in 3-5 business days.

  Canada Nationwide Criminal Records Search 

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Nationwide – Canadian Police Information Centre

Requirements: Full name, date of birth, Canadian consent form and 2 copies of acceptable ID's

The Canadian Police Information Centre (CPIC) is a national database managed by the Royal Canadian Mounted Police (RCMP). The CPIC system contains fingerprint-based records which includes indictable and hybrid offenses. An indictable offense is considered a more serious charge such as assault, manslaughter, kidnapping and theft over $5,000. Hybrid offenses (sometimes called a “Crown option” or “dual procedure”) are offenses tried either summarily or by an indictment. Summary offenses are not included in the CPIC system and are typically considered minor crimes such as disturbing the peace. Conducting a check in the CPIC system will return a clear/not-clear based on a name-match only. In order to obtain a certified criminal record, fingerprints must be taken and submitted to ensure if there is a criminal records match for the individual being screened.

While the initial results are rather instantaneous, the fingerprinting process can cause significant delays. According to the RCMP, when electronic fingerprints are submitted and there is no match in the system, the process can take 3 business days or less. However, if there is a match it could take 120 days or more. If paper fingerprints are submitted, it could take 22 weeks if there is no match and 120 days or more if there is a match.

  Canada Civil Records Search - Federal Court 

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Requirements: Full name, date of birth, address

This search is available at both the Federal level and the local Superior Court. Report may include case type, file date, case number, name of court where case was filed, plaintiff, defendant and disposition if a case can be located.

  Canada Civil Records Search - Local Level 

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Requirements: Full name, date of birth, address

This search is conducted through the local Superior Court based on the address provided. Report may include case type, file date, case number, name of court where case was filed, plaintiff, defendant and disposition if a case can be located. Additional fees and turnaround times may apply in situations where the court file needs to be pulled.

  Canada Bankruptcy Records Search 

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Requirements: Full name, date of birth, address

This search is conducted at the local level through the court based on the jurisdiction of the address provided. Report may include file date, case number, name of court where case was filed and case status if a bankruptcy case can be located.

  Education Degree Verification in Canada 

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Requirements: Full name, date of birth, school name, degree, major, dates attendance, city of school, hand signed release form

It is common to verify only the highest degree obtained by a candidate. Educational institutions will be contacted to verify dates of attendance, graduation date and degree information.

  Employment Verification in Canada 

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Requirements: Name, date of birth, employer name and contact information, dates of employment, position held and release form

Employers will be contacted to verify the individual’s title, dates of employment and if the candidate is eligible for rehire. Typically employment verifications do not extend beyond a 7 year time frame absent a legal or regulatory requirement to obtain that information. Current employers will only be contacted with express consent from the applicant.

  Reference Check in Canada 

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Requirements: Applicant name, reference's relationship, contact name and contact information (including phone number and email address)

This search is conducted via telephone (or at times e-mail) with the individual’s personal or professional references using a standard list of questions.

  Motor Vehicle Records 

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Requirements: Full name, date of birth, driver's license number

Motor vehicle records will provide you with details regarding the driver’s identifiers such as full name, date of birth and driver's license number. The report will also indicate if the license is currently active, suspended or expired. Any traffic violation convictions made by the driver may also be included on the report. Reporting time frames and turnaround times vary depending on the Province. Currently, the MVR search is not available through Info Cubic in Alberta or British Columbia due to third party restrictions.

  Credit Report 

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Requirements: Signed release form, SIN number

The individual credit report provides a summary of an individual's credit history. Other information provided in the report may include information on the individual's bad debt and collections, trade account information, bankruptcies and court liens or judgments.

  Passport Check 

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This search confirms the individual’s identity by verifying the authenticity of a machine-readable passport.

  Global Monitor Check 

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Requirements: Name, date of birth, address

The Global Monitor Check (GMC) is database product that searches a variety of databases including (but not limited to):

  • • Bank of England Sanctions
  • • Commodity Futures Trading Commission List of Regulatory and Self-Regulatory Authorities
  • • Defense Trade Controls (DTC) Debarred Parties
  • • FBI Fugitives 10 Most Wanted, Most Wanted Terrorists and Monthly Most Wanted
  • • Financial Crimes Enforcement Network Special Alert List
  • • Foreign Agent Registrations
  • • International Police Most Wanted
  • • Office of Foreign Asset Control
  • • OFAC - Enhanced Sanctioned Countries
  • • OFAC – Palestinian Legislative Council
  • • Office of Controller of Currency of Unauthorized Banks
  • • OSFI - Canada
  • • Politically Exposed Persons
  • • State Department Terrorist Exclusions
  • • Terrorists Inside of European Union
  • • Terrorists Outside of European Union
  • • United Nations Named Terrorists
  • • US Bureau of Industry and Security - Unverified Entity List
  • • US Bureau of Industry and Security - Denied Entity List
  • • US Bureau of Industry and Security - Denied Person List
  • • World Bank Ineligible Firms

  Professional License Verification 

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This search verifies the individual’s claimed license. Most often, the Professional License Verification simply provides the current status of the license claimed; however, other details such as license number, date of issuance, expiration and disciplinary action will be provided when available.

Individual Packages   Signup

  Employment Screening Package 

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Requirements: Full name, date of birth, Canadian consent form, 2 copies of acceptable ID's, school name, degree obtained, dates of attendance, city of school, employer name and contact information, dates of employment, position and hand signed release form

The employment screening package includes one Canadian nationwide criminal check, education verification of highest degree obtained and one employment verification.

  Criminal and Civil Search Package 

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Requirements: Name (including former name), dob, address, release

The Criminal and Civil Search Package offers discounted pricing of our most popular searches. This bundle includes one criminal records search and one civil records search, based on the jurisdiction of the address provided.

  Civil and Bankruptcy Search Package 

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Requirements: Name (including former name), dob, address, release

The Civil and Bankruptcy Search Package offers discounted pricing of our most popular due diligence searches. This bundle includes one civil records search and one bankruptcy records search, based on the jurisdiction of the address provided.

 

Canadian Privacy laws & Regulations


The Personal Information Protection and Electronic Documents Act (PIPEDA) is a national federal privacy law in Canada. This law governs the collection, use and disclosure of personal information in Canada. (British Columbia, Alberta and Quebec have additional privacy laws.)

In order to remain in compliance with Canada's privacy laws, you must be sure to take the following factors into consideration. First, the information you are collecting, using and disclosing must be done so for an appropriate and "reasonable" purpose. Be sure that you are collecting only the information that is needed to complete the check on an individual and nothing more that is not necessary. How can you check to be sure you are meeting this "reasonableness" requirement? Make sure that you are collecting this information for a specific need (such as a background check). You should be able to prove that without collecting the personal information you are unable to meet that need and that there is no other option available without the personal information. You should also be able to prove that despite the fact that the individual had to provide personal information to you and may have lost a bit of their privacy, the benefit of collecting this information far outweighs the cost.

Canadian privacy laws also require that you obtain written consent from the individual you are completing a check on before the check is initiated. Please note that for applicants living in the Province of Quebec, consent forms must be available in both English and French. When obtaining consent from the individual you should be clear and up front with them regarding what the information is going to be used for.

Once you have obtained the personal information and consent from the individual it is very important that the information collected be kept is a safe and secure location. The personal information should not have the opportunity to be leaked to individuals who do not have the need or authority to have access to it. Once you have obtained the background check and no longer have a need for the personal information provided it should be destroyed.

 

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At Info Cubic, data privacy and protection is of the utmost importance.
The following associations and certifications prove our commitment to data security.

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