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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

• What is the importance of screening?

More and more businesses across the world are starting to screen their potential candidates and existing employees. It’s increasingly obligated by law in certain sectors to do so e.g. in Healthcare, Finance. However, for many businesses, it’s one of the first steps you can take to guarantee the integrity of your staff, strengthen your risk management and hire teams that are built on mutual trust and transparency to support your company’s growth potential.

• 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 carry out the screening?

Validata uses various external partners to perform the checks. For example, Ladok, Nuffic, and Company Info are permanent partners for the verification of local and international diplomas. We also work with our partner Verifiera for the verification of financial data, criminal background checks, property, and income checks 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. All the data suppliers we work with can be found in our privacy statement.

• Does Validata hold certain certifications?

Validata Group holds several certifications that guarantee the quality of its services. These include:

  • 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 Dutch Ministry of Justice and is a recognised member of the Professional Background Screening Association (PBSA). In Sweden, Validata is registered with the Swedish Authority for Privacy Protection.

• 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.

• 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. Read our clients’ stories.

About the screening process

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

After the candidate has provided the required data, the average turnaround time of a screening at Validata is 1-2 working days. Elements that have a longer turnaround time include criminal records from abroad 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 secure 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.

• Can I request a criminal background check for an employee?

Generally, an employer has no legal basis upon which to require an extract from a candidate’s criminal record at the Police Authority. There are some exceptions for employers within certain sectors e.g. Healthcare and Law enforcement.

Validata sources the information about a candidate’s criminal history from open and public sources, through its data partner Verifiera. Verifiera, in turn, has a certificate of publication issued by the Swedish Press, Radio, and TV Authority.

•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 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 a screening reported?

Once all of the candidate’s data has been verified, Validata provides a screening report containing the results in our online environment, Valluga. In the report, we present the objective findings per background check.

• 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 us with and we 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 & 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. An employer has a legitimate interest according to the GDPR (see below). It is, however, up to the employer to have an up-to-date policy in the area of screening, reflecting the GDPR’s framework of proportionality and subsidiarity. It is also important for the employer to always inform the candidate of the screening. Screening cannot be done without the candidate’s knowledge.

• On what legal basis can you screen candidates?

An employer or prospective employer has a legitimate interest (as defined in Article 6.1 f in the GDPR) to assess a candidate´s reliability. The employer, therefore, has the right to determine whether and to which extent the candidate´s personal data must be verified. Such verification must reflect the proportionality and subsidiarity requirements within the GDPR. You can read our privacy statement for more information.

• 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 with Validata in a separate environment upon request.

• Where does Validata store candidates’ data?

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