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Frequently Asked Questions for employers

A question about a service from Validata? We are happy to tell you more about our services.

About Validata

• We check our candidate’s diplomas and work experience by ourselves. Why should I outsource this to Validata?

As a professional screening organisation, Validata focuses on facilitating an optimal screening process for both employer and candidate. Validata has automated the entire screening process and offers this service through a secure online environment. Verification of candidate information is done by Validata directly at the source via our vetted international data partners. Screening with Validata is, therefore, more reliable and quicker than when an employer manages the process itself. Moreover, our software helps employers to guarantee that the entire process is privacy compliant.

• How does Validata screen candidates?

Validata screens candidates within an online environment called Valluga. Within this secure environment, both the employer and the candidate can access their own account. The employer must specify who they want to screen and what they want to check and then Validata takes over the screening process. Once all checks are complete both the employer and candidate are notified and can review the report online. Validata also has an in-house support team that can answer any screening queries and support candidates.

• Does Validata use external parties to perform screenings? And if so, which parties?

Validata uses various external partners to perform the checks. For example, the Education Executive Agency (DUO) is a permanent partner for the verification of Dutch diplomas and we work with data partners Nuffic and Qualification check to check all international diplomas. Additionally, partners such as Focum, EDR, and iCOVER are used for the verification of (inter)national financial data if this is part of the screening. Validata has made agreements with these partners regarding the processing of the data and the security requirements. All the data suppliers we work with can be found in our privacy statement.

• Does Validata have certain certifications?

Validata holds:

 

  • The ISO 9001 certification, is an internationally recognised standard in the field of quality management. This certification sets requirements to secure and improve processes concerning customer satisfaction.
  • The ISO 27001 certification, is a standard focused on information security. The standard describes how an organisation should deal with information security, to ensure the confidentiality, availability, and integrity of data.

 

In addition, Validata has a POB license issued by the Ministry of Justice and is a recognised member of the Professional Background Screening Association (PBSA).

• We work with a recruitment/HR system. Is it possible to integrate our HR software with Validata’s solution?

Yes, it is possible. Validata offers an advanced API that makes it easy to integrate with your existing HR software. Our integration ability means that you can screen candidates from directly within your existing ATS or HR system.

 

Are we already integrated with your HR tools? Meet our integration partners. If your HR software is not presently a partner get in touch with us and we can easily make an integration.

• Can we also screen internationally with Validata?

Yes, Validata works for multiple multinational companies and screens candidates and employees located all over the world. Today, Validata offers its screening solutions to more than 1000 clients across Europe, where we screen candidates from more than 60 countries.

 

Want to learn more? Read our clients’ stories.

• What does a screening cost?

The cost of screening a candidate depends on the type of checks you wish to conduct. We have set profiles and prices for businesses in certain sectors however, these can also be tailored to your company’s individual needs.

 

Want to see our suggested background checks for your sector? Select your sector here.

• How are invoices charged?

Invoices are sent by email to our clients and they can then choose to pay in advance or after the fact.

 

  • Invoicing in advance: Screening is performed from a credit balance agreed upon with the client. When 90% of this credit has been used, a new invoice will follow.
  • Subsequent invoicing: In this option, Validata charges for screenings performed upon completion. In this case, we invoice on fixed days, twice a month.

About the screening process

• What is the average turnaround time for a screening at Validata?

After the candidate has provided the required data, the average turnaround time of a screening at Validata is 5 working days. Elements that have a longer turnaround time are the certificate of conduct (VOG) and the verification of foreign diplomas.

• How does Validata manage the communication about the screening with the candidate?

A screening cannot be conducted without the candidate’s knowledge, that’s why it’s very important that communication is upfront and clear for the candidate. Validata manages the entire screening process after the employee has been notified by the employer. They are sent an email with clear instructions on how to complete the screening, reminders if they fail to submit information on time, and we also have an in-house support team that is available for extra support.

• As an employer can I track the progress of a screening?

In our secure environment Valluga, both the employer and candidate have interim insight into the progress of the screening process.

In addition, we work with interim reports per background check: when a component has been completed, an interim report is presented with the findings. As an employer, you can regularly check the statuses of checks.

• Our new hires must also read and sign a Non-Disclosure Agreement. Can Validata include this in their screening?

Validata’s online system offers various options for sharing customer-specific documents within the screening. This can vary from an upload whereby the signed document is part of the entire file or the document can be presented in a fully digitised format to be signed and stored.

• I want to edit and or add a screening profile. Is this a possibility?

Yes, Validata offers the possibility to extend and or design screening profiles. We can work with you to ensure that the screening fits your organisation’s needs.

 

Want to speak to one of our specialists? Contact us directly.

• Where can clients and candidates go with questions during the screening process?

Validata has an in-house Support team to help clients and candidates with their questions. Our team is available from 8:00 to 20:00 (Fridays until 18:00) by phone at +31 (0) 88 050 2100 and email at support@validatagroup.com.

About the outcome of a screening

• Is it possible to run reports in Validata’s software?

Yes, it is possible to run reports in our screening application. For this purpose, the relevant screening data that you select is compiled and this information can then be exported as a CSV or PDF file.

• How is the result of the screening reported?

Once all of the candidate’s data has been verified, Validata provides a screening report containing the results. In the report, we present the objective findings per background check. We also provide interim reports i.e. as soon as one check is complete you can view its status. This way you can monitor the progress of each screening.

• Who receives the screening report?

Once the screening is completed, both client and candidate are notified via email. The screening report can then be downloaded directly from the screening application.

• Who reviews the screening report?

The screening report is reviewed by the employer. To make an objective judgment, it is smart to indicate in the screening policy which departments and employees are responsible for this.

• Does Validata provide an opinion in the report regarding whether or not to hire a candidate?

No, we only report objective findings. We verify the information that the candidate provides to us and do not pass judgment on possible deviations that occur.

 

Should serious findings come to light, we advise the employer to enter into discussion with the candidate and to make these deviations negotiable.

About Validata’s legal and privacy procedures

• As an employer, do I need the candidate’s consent to screen them?

No, as an employer you do not need a candidate’s consent to screen them. According to the AVG, the candidate’s consent is not the correct legal basis for processing personal data because there cannot be free will in this situation. This is because if you do not consent to the screening, you may no longer be considered for the position. The correct basis is the legitimate interest of the employer, but he is also bound by rules. It is up to the employer to have an up-to-date screening policy that reflects the framework of proportionality and subsidiarity. In addition, the employer must take into account his duty to inform, this means that screening cannot be done without the candidate’s knowledge.

• Why does our organisation need to have a screening policy when we want to screen with Validata?

Screening with Validata means that you must comply with all privacy legislation (GDPR). Subsequently, as an organisation, you must consider the screening elements needed for the various employee groups and the degree of candidate and employee privacy invasion. In addition to these requirements of proportionality and subsidiarity, there is an obligation to provide information. A screening policy is an important guideline that supports you to properly comply.

• How long does Validata retain candidate data?

The norm is that almost all data is kept for 90 days (3 months). It is also possible to safely store all data and reports at Validata in a separate environment upon request.

• Where does Validata store candidates’ data?

It is required to store personal data on servers within Europe. The data centers are hosted by AWS in Frankfurt with a backup in Ireland.