How to Do a Background Check in Canada: A 2026 Guide for Businesses

Conducting a background check in Canada starts with knowing what you need to verify, obtaining the appropriate consent, and choosing the right type of check for the role or purpose. Depending on the situation, that could mean a criminal record check, a vulnerable sector check, employment or education verification, or a fingerprint-based RCMP criminal record check.

For businesses, the bigger challenge is managing that process correctly. The person being screened may live in another province, work remotely, require fingerprints, or even be outside Canada. That's where a background-check and fingerprinting partner can help businesses manage the collection and documentation side without having to coordinate every applicant themselves.

Background check is a broad term commonly used for screening someone for information an organization or institution legitimately needs.

For example, a Canadian employer might use one or more of these checks:

• Criminal record check: Used to identify applicable criminal conviction information.
• Criminal record and judicial matters check (CRJMC): In Ontario, this can include information beyond a basic criminal record check, such as outstanding charges, warrants and certain judicial orders.
• Vulnerable sector check: A specialized check for positions involving trust or authority over children or vulnerable persons.
• Employment verification: Confirms previous employment, depending on the information and consent provided.
• Education or credential verification: Used when qualifications are relevant to the position.
• Driving record check: Relevant for roles involving driving.
• Credit check: May be relevant for certain financial or high-trust positions, subject to applicable privacy requirements.
• Fingerprint-based criminal record check: Used when a higher level of identity confirmation is required or when the requesting authority specifically requires fingerprints.

The terminology also varies across Canada. Ontario, for example, officially recognizes three types of police record checks: a criminal record check, criminal record and judicial matters check, and vulnerable sector check.

Also check: All Your Questions About Fingerprint Check in Canada Answered 2026

A practical way to do a background check on someone in Canada looks like this:

1. Define the screening requirement

Determine what information actually needs to be verified for the position, client relationship, licence, tenancy or other business purpose.

2. Obtain the appropriate consent

The individual should know what information is being collected, why it is being collected and, where applicable, who will receive or process it.

3. Choose the correct type of check

A basic criminal record check and a fingerprint-based RCMP check are not interchangeable. A vulnerable sector check has its own eligibility requirements.

4. Collect the required information and identification

The provider or police service may have specific requirements for identity documents, personal information and application forms.

5. Complete fingerprinting when required

Fingerprint collection may be necessary for an RCMP-Criminal Record Check or an international background check.

6. Submit the application through the appropriate channel

Depending on the check, this could involve a police service, an authorized provider, an RCMP-accredited fingerprinting company or another relevant authority.

7. Receive and review the result

The organization should handle the resulting personal information securely and use it only for the purpose for which it was collected.

This distinction matters because a business is not simply purchasing a report. It is creating a screening process around an individual's personal information.

Consent is required for background screening, but the exact requirement depends on the type of information being collected, the organization, the province and the circumstances.

For police record checks in Ontario, for example, consent must be granted by the individual before the check is conducted. Ontario's Police Record Checks Reform Act establishes the three categories of police record checks and sets standards around the information released.

Privacy obligations also apply beyond formal criminal record checks. The Office of the Privacy Commissioner of Canada says organizations collecting personal information should identify the purposes for collection and limit collection to information that is appropriate for those purposes.

That means a business should not treat a background check as permission to collect anything it can find.

A sound screening process should make clear:

• what information is being requested;
• why it is required;
• how it will be used;
• whether it will be shared with a third party;
• and how the information will be protected.

For federally regulated employment relationships, the rules can differ. PIPEDA contains specific provisions concerning personal information collected, used or disclosed where necessary to establish, manage or terminate an employment relationship.

For that reason, businesses should use consent and screening procedures appropriate to their jurisdiction and industry rather than relying on a templated background-check form.

The right check depends on the role.

This is a starting point, not a universal screening formula.

The requesting organization should determine the requirement for the position and confirm which check is accepted by the relevant authority.

A background check requires fingerprints when the requesting authority requires a fingerprint-based check or when identity needs to be established more precisely.

The RCMP describes fingerprint-based Criminal Record Checks as a distinct category, with the information released depending on the application type.

This is particularly relevant when a business is dealing with:

• regulated positions;
• immigration or international mobility;
• licensing;
• foreign employment requirements;
• professional registration;
• overseas background screening;
• or a requesting authority that specifically asks for fingerprints.

For businesses, the practical lesson is to establish the requirement before sending the applicant for fingerprinting.

Sending someone for fingerprints when a standard police record check would have been sufficient creates unnecessary work. Conversely, ordering a basic name-based check when the receiving authority requires a fingerprint-based RCMP certificate can mean starting the process again.

When fingerprints are required for a Canadian Criminal Record Check, the process can involve several stages.

For organizations managing applicants, the distinction between fingerprint collection and RCMP submission is important.

A company may arrange for an applicant's fingerprints to be collected at a convenient location, but that does not automatically mean the person collecting the fingerprints is authorized to submit the transaction directly to the RCMP.

The RCMP maintains a list of private fingerprinting companies accredited to submit electronic transactions to CCRTIS.

This becomes important when an applicant is outside Canada.

What If the Candidate Is Outside Canada?

International hiring creates an additional layer to the process.

An applicant who is currently abroad may still need a Canadian criminal record check for employment, immigration, licensing or another purpose. In that situation, the fingerprint collection and Canadian submission stages may take place in different countries.

The RCMP's published process for applicants outside Canada involves having fingerprints taken locally on paper through an authorized agency, then contacting an RCMP-accredited fingerprinting company in Canada to convert the fingerprints and submit the electronic transaction to CCRTIS.

The applicant should not simply mail their fingerprints directly to CCRTIS. The RCMP specifically directs applicants outside Canada to work through an accredited Canadian fingerprinting company for the electronic submission stage.

That makes international applicants a particularly good example of why background screening is a process rather than a single online search.

So, a business may need to coordinate:

• Candidate abroad
• Local fingerprint collection
• Canadian accredited provider
• RCMP submission
• Criminal record check result
• Delivery to the appropriate recipient

For HR teams recruiting internationally, having a provider that can manage the fingerprinting side of this workflow can remove a substantial amount of coordination.

Yes, businesses can use external providers for parts of their screening workflow, provided the arrangement and processing comply with the applicable privacy and regulatory requirements.

This can be particularly useful when a company:

• hires candidates across multiple cities;
• has remote employees;
• regularly needs fingerprint-based checks;
• recruits internationally;
• manages a high volume of applicants;
• operates an immigration or relocation program;
• or does not want HR staff coordinating individual fingerprint appointments.

The important distinction is between outsourcing the operational process and outsourcing the business's responsibility for using personal information appropriately.

The Office of the Privacy Commissioner of Canada emphasizes that organizations remain responsible for safeguarding personal information handled by third parties and should use appropriate contractual and other safeguards.

For that reason, businesses should look beyond price when selecting a screening partner.

For one applicant, arranging a background check may be simple. For 20, 50 or 100 applicants, the workflow becomes very different.

A business may need to coordinate:

• applicant consent;
• identity documents;
• appointment scheduling;
• fingerprint cards or digital capture;
• different requirements for different applicants;
• international applicants;
• submission tracking;
• rejected or incomplete fingerprints;
• result collection;
• and communication between HR and the screening provider.

A centralized provider can turn this into a repeatable workflow.

For example, instead of asking each employee to find a fingerprinting location independently, an HR team can arrange an on-site or mobile appointment where available. Globeia offers mobile fingerprinting across Canada, including on-site employee fingerprinting and coordination with its RCMP-accredited Globeia Incorporated office for electronic submissions.

That model can be useful for companies onboarding multiple employees at once.

A provider should fit the actual screening workflow. Before choosing a partner, businesses should look at:

1. Relevant accreditation or authorization

For an RCMP fingerprint-based submission, confirm that the Canadian company handling the electronic submission is accredited by the RCMP.

2. Fingerprinting capability

Ask whether the provider offers in-office, mobile or both options and whether the service can support multiple applicants.

3. International coverage

For companies hiring globally, check whether the provider can coordinate fingerprint collection when candidates are outside Canada.

4. Submission tracking

A business should know what stage each applicant has reached and whether additional action is required.

5. Data handling

Background screening involves highly sensitive personal information. Ask how information is collected, transmitted, stored and shared.

6. Support for related documentation

Some applicants may require additional services after receiving their background check, such as authentication, apostille, legalization or certified translation for use outside Canada.

7. Business-level support

For recurring screening, a dedicated point of contact can be much more useful than sending every applicant through an unrelated consumer workflow.

For businesses that regularly deal with candidates or clients who need fingerprinting and international background checks, Globeia's partnership model can sit behind the existing client relationship.

The basic idea is fairly simple:

You manage your client or employee relationship. Globeia handles the fingerprinting and document-handling side.

Globeia's partnership program is designed for businesses and firms that need document support for clients in Canada. This can be particularly relevant for:

• HR and recruitment companies;
• immigration consultants;
• law firms;
• relocation companies;
• compliance teams;
• professional service firms;
• organizations onboarding international employees;
• and businesses that regularly arrange fingerprinting for clients.

Globeia also supports corporate and bulk employee fingerprinting, with mobile collection available in its Canadian service areas.

For international cases, Globeia’s network can be useful when one applicant needs an RCMP criminal record check while another needs an FBI background check or another form of international fingerprinting.

Explore Globeia's Partnership Program

For most organizations, the process can be reduced to a few practical checkpoints:

• Define the requirement: What exactly does the role, client or receiving authority require?
• Confirm the jurisdiction: Canadian screening requirements can differ depending on the province, industry and type of check.
• Obtain appropriate consent: Tell the individual what information will be collected and why.
• Select the check: Choose a criminal record check, CRJMC, vulnerable sector check, verification or fingerprint-based check as appropriate.
• Arrange collection: If fingerprints are required, use a provider capable of collecting them according to the relevant authority's specifications.
• Submit through the correct channel: Don't assume the person who collects fingerprints is also authorized to submit them to the RCMP or another authority.
• Track the application: Keep applicants and internal stakeholders informed about outstanding steps.
• Handle the result securely: Limit access to people who need the information and follow the organization's privacy and retention procedures.
• Complete any downstream requirements: For international use, determine whether authentication, apostille, legalization or translation is also required.

Doing a background check in Canada starts with the purpose of the screening, not the search itself. Businesses need to identify what they actually need to verify, obtain the appropriate consent, choose the correct screening level and use the right submission route.

For organizations hiring internationally or managing background checks at scale, fingerprinting can become the part that creates the most coordination. Working with a dedicated fingerprinting and verification partner can give HR teams, recruiters, law firms and immigration professionals a more consistent way to manage those cases while keeping the client or employee relationship in-house.

For businesses that regularly handle Canadian, U.S. or international background-check requirements, Globeia's partnership program provides a way to add that operational support without building the entire fingerprinting and document-processing workflow internally.