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Frequently Asked Questions for candidates and employees

Are you being screened by us? We understand that you then have questions about the process and the data we collect.

Questions before the screening

• What is a screening?

Often organisations need to verify certain personal data before entering into new business relations. A screening is ultimately a background check and could include a (future) employer verifying a (potential) employee’s diploma, recent work experience, and or criminal record amongst other possibilities. A screening can consist of various background checks depending on your job function and responsibilities.

• Is my employer allowed to screen me?

According to GDPR legislation, an employer may request the screening of a (potential) employee and process such personal data if it is in their ‘legitimate interest’ as a client or employer. However, the extent to which the employer can screen you is bound by a set of rules. For example, the content of the screening must be “proportional”, which means it must be in proportion to the job, and the employer is obliged to provide information. Note: the latter means that the screening may not take place without the knowledge of the candidate.

 

Validata meets all GDPR requirements. Want to know more about how Validata handles your personal data? Please review our privacy statement.

• My (future) employer has registered me for a screening, but I haven’t received anything yet. What should I do?

When your (future) employer has registered you for a screening, you will immediately receive an activation e-mail from Validata. This is an automated process. In most cases, if you have not yet received anything, the employer has not yet requested the screening. In some cases, it may happen that the employer has entered your e-mail address incorrectly. Then we would kindly ask you to contact our Support department to provide the correct e-mail address. They can also check if you have a screening pending.

• How does the screening process work?

Validata screens candidates within her online environment called Valluga. Both the employer and candidate have their own account within Valluga. Once an employer has requested a screening, you will receive an email from Validata with instructions on how to provide the necessary information. Once all the information has been provided, Validata will start the screening and verify your data.

 

In addition, you can get interim insights into the progress of the screening within Valluga when a component is completed. When the entire screening is completed, the screening report with the results is available to download for both the employer and you. For more information about our screening process, visit our I’m being screened page.

• What type of checks are included in a screening?

Depending on your organisation’s sector, the job function and the corresponding responsibilities, different background checks are applicable. From an identity check to verifying your recent work experience or diploma, employers can also ask for a statement of integrity or even a credit check. Interested in all the checks we offer employers? Read more about our background checks.

• Can I request a screening for myself?

Yes, this is possible. With Validata you can choose from several screening profiles. Select the profile with the relevant checks that you or your client wish to have proved and we can verify this data. Interested in screening yourself? You can read more on our page screen yourself.

Questions during the screening

• I cannot log in because the activation link has expired. How can I access my screening?

Due to security reasons, the activation link in the email is only valid once and for 24 hours upon activating your account. Did you log out and would you like to log in again? Please visit this page: login.validatagroup.com. Here you can enter your username (your email address) and personal password to login (again).

• When logging in, my telephone number is not recognised. How do I proceed?

If your mobile phone number is not recognised, a wrong number might have been submitted when requesting the screening. If you see this notification, it is best to contact Validata Support. They can immediately edit the telephone number, so you can log in again.

• I receive an error when logging in. What is happening?

These errors mostly occur when you try to log in using the web browser Internet Explorer or Edge. We, therefore, advise you to log in via the web browser Google Chrome.

• Will Validata take care of the request for my certificate of conduct (VOG) or do I have to arrange this myself?

We prepare your application with our partner Justis. After this, you will receive an email from Justis with a link and a code to complete your application using your DigiD.

 

If you do not possess a DigiD, we will send you an application form which you can use to apply for a VOG at your local city hall.

 

For an international equivalent of the VOG, we will send you an email with accurate instructions.

• I have applied for my VOG, how long will it take before I receive the document?

After you have applied for the VOG at Justis, you will receive confirmation and also a time estimate of when your VOG will be ready. If their estimate is too long, it is best to call Justis and check with them directly. The reason for this is, that Validata cannot see or check how long it will take for your personal application.

 

Please note that you receive the VOG by postal mail. When you have received it, you can upload a photo or scan of it.

• I have received my VOG, how can I upload it?

To do this, you must login into your account within our online environment and choose for the background check named ‘VOG/CGC’. You can then click on ‘action required’ to upload the VOG.

If there is no ‘action required’ status or if you have more residencies mentioned then you must go to the background check ‘VOG/CGC’ and click on the pencil icon. Here you should indicate ‘Yes’ to show that the document meets all the requirements and then you will see the possibility to upload the VOG document.

• How do I upload my diploma?

To do this, you must login into your account within our online environment and go to the ‘education’ section. Here you can see all your submitted education(s). You can then select ‘proceed’ and after it will show the possibility to upload your diploma.

• The ‘period between work experiences’ is not correct. How can I adjust this?

Based on your submitted work experience, the period(s) or gap(s) between your work experience are automatically filled in. For example, if you state that you worked from September 2013 to September 2015 and from November 2015 to today, you will be asked about your (work) experience gap in October 2015. Does this period not correspond with reality? Then, the wrong date could have been filled in. Please check these details before submitting your screening.

• My referee has stopped working at the organisation which I indicated. Therefore, the email address is no longer correct. How can I proceed?

During our reference check, we verify if you have worked at your stated previous employer(s). We check this directly at the source i.e. your previous employer or organisation. Consequently, your referee’s email address should include the name of the organisation. Private or general email addresses such as support@, servicedesk@, and customerservice@ are not allowed.

 

If you no longer know anyone at the organisation, you may submit the HR department as they can also confirm your previous position.

• What questions will my referee be asked during the reference request?

During a work experience check, the referee is asked to verify the following questions:

 

  • Is the specified employer correct?
  • Is the specified job title of the employee correct?
  • Is the specified work period correct (to the nearest day)?

 

The referee may be asked additional questions that have been specified by your (new) employer. Please contact the Support department to find out if your (new) employer asks additional questions during the reference request.

• I received an email that my referee did not respond, what can I do?

This is an informative email to update you on your ongoing screening process.  If you received this mail it means that one or more of your referees have not responded to the reference request. Please contact your referee and request them to respond as soon as possible. It is not possible to change the contact details of your referee(s) in this process.

• At one or more of the screening elements, a clock or the ‘status processing’ appears. What does this mean?

A clock or ‘status processing’ refers to ‘waiting for reply’ from an external data supplier or referee(s). When a clock or the status processing appears, editing this screening element is temporarily not possible.

• I have received an email that additional information is required, what does this mean?

This means that we have additional questions regarding the data you submitted in the screening. Please log in to the screening and review the checks where it states ‘action required’.

• After having changed a screening element, I keep receiving reminders to adjust this element. How can I stop this?

If you receive these reminders, you might have adjusted a screening element but forgot to submit the new data. Did you add extra input for certain elements? Click ‘submit’ so we can continue your screening. These reminders will stop automatically.

Questions after the screening

• Can I access the screening report when the screening is completed?

Both you and your employer will have access to the screening report within Validata’s online environment once the screening is completed. In that case, you will receive an email that you can view and download the report with the results from within the application.

In addition, through our online environment, you will get insight into the interim status of the individual checks.

• Certain screening elements are complete but show an exclamation point or question mark. What does this mean?

During your screening, you submit the necessary information. If this information does not correspond 100% with the information at our data suppliers, an exclamation point or question mark will appear.

 

A question mark means that we could not verify your data with complete certainty. An exclamation point refers to an important attention point for your (future) employer: please check and further discuss. In most cases, it concerns a minor default that can be easily explained.

 

We advise all of our clients to discuss the screening report and any deviations with the candidate. If this discussion has not been scheduled yet, you can initiate it yourself.

• My screening process has been completed and I have received my report. Do I have to send it to my (potential) employer?

No, we will do this for you. Your (future) employer receives the screening report at the same time as you.

• My screening report has been completed ‘mid-term’, without a VOG. Is this right?

Yes. Requesting a VOG often takes longer than other screening elements. Therefore, we create an intermediate report without the VOG. This means that all the screening elements will be visible to you and your (potential) employer.

 

Please note: If your screening states ‘waiting for certificate of conduct’, the screening report has been released. No further adjustments can be made to the preliminary report

 

• My screening procedure states, ‘waiting for certificate of conduct’ or ‘completed’ and the screening report has been sent to myself and my (potential) employer. Can I still make adjustments to my report?

Unfortunately, we cannot make further adjustments that could influence the results of the screening report. Therefore, we do not reopen completed screenings. It is important to check all the details before submitting them.