Frequently Asked Questions for employers

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

Questions about screenings by Validata

• 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.

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

Validata has automated the entire screening process and offers this service through an online environment. Verification of candidate information is done by Validata directly at the source with verified international data partners. It is more reliable and quicker than an employer managing this entire process themselves. Another advantage of outsourcing is that with Validata you can be sure that the entire process is optimally safeguarded and privacy compliant for the candidate.

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

After the candidate has provided the relevant data, the average turnaround time for a screening with Validata is approximately 5 working days. Elements that require a longer turnaround time include the delivery of the certificate of conduct (VOG) and the verification of foreign diplomas.

In our new system, Valluga, we work with interim reports per background check: When a component has been completed, an interim report is presented with the findings.

• 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 digitized format to be signed and stored.

• How long does Validata keep the candidate’s data? And can our HR people also access this data?

Until the end of 2021, Validata will be in a transition period, leading to an updated service and a new online application. This also includes an optimisation of the privacy and security measures, as well as an adaptation of the retention period of personal data. If you, as an employer, have not yet switched to the new service, almost all your data will be kept for 5 years. If you did switch to the new service or started screening with Validata in 2021, your data will be kept for 90 days. It remains possible to keep all your data and reports within Validata, but in a new, separate environment. In both cases, you still have access to the completed screening reports and data.

• Do we need the candidate’s consent to screen?

According to GDPR legislation, having the candidate’s consent is not the correct legal basis for processing personal data because in this situation there can be no free will. The correct basis for the processing of personal data during pre-employment screening is the legitimate interest of the client. The client is therefore allowed to screen but is bound by certain rules. For example, the content of the screening must be “proportional” and the client is obliged to provide information. To note: the screening is therefore not allowed without the candidate’s knowledge.

• We work with a recruitment system which stores various personal candidate data. Is it possible to integrate this system with Validata’s solution?

Yes, this is possible. Validata already has an integration with severe; recruitment and onboarding systems and if that is not yet the case with your system, an integration can be made via API.

• Does Validata use external parties to carry out the screening? And if so, which parties are these?

Validata uses various external partners to perform the checks. For example, the Education Executive Agency (DUO) is a permanent partner for the verification of diplomas. Partners such as Focum and EDR are used for the verification of financial data if this is part of the screening. Validata has made agreements with the regular partners regarding the processing of the data and the security requirements.

• Does Validata have certain certifications?

Validata has both the ISO 27001 aimed at security and the ISO 9001 aimed at the continuous improvement of processes. In addition, Validata has a POB license issued by the Ministry of Justice.

• Can we also screen abroad with Validata?

Validata works for several multinationals and screens candidates and employees from all over the world. Validata supports its customers through its’ online platform with tailored services for various countries. Validata primarily serves markets across Europe.