Convictions, cautions, warnings and reprimands are required by law to remain on a person’s criminal record for a certain period of time, after which they are considered ‘spent’ and therefore removed or ‘expunged’. Some convictions are so serious that they are never expunged.
Financial checks will be run against publicly available records, for example, court records and bankruptcy filings and orders. These checks do not involve looking at an individual’s credit score. They leave a “soft footprint” on an individual’s credit record which has no effect on the credit score.
In accordance with the third data protection principle of the Data Protection Act 1998 (which states that ‘personal data shall be adequate, relevant and not excessive’) Vero gathers only the minimum amount of information, as required for the screening process.
Individuals are legally entitled to use their mother’s maiden name and in some instances have attempted to conceal their identity by so doing. As a result, the Disclosure and Barring Service (DBS) require details of an individual’s mother’s maiden name in order to process a records check.
The usual proof of identify (ID) is a valid passport or UK driver’s licence. If you do not have these documents, a copy of an EU National Identity card or your UK birth certificate is sufficient. A non-UK birth certificate is not sufficient as proof of ID for the purpose of the checks. For proof of address, you could use a utility bill, bank or building society statement, credit or store card statement, payslip, or government document (e.g. a council tax bill or a letter from HMRC) which shows your current address and is dated within the last three months. Mobile phone bills are not admissible as proof of address. Please note: if your name has recently changed you may be asked to provide a copy of your marriage certificate, Deed Poll, or similar.
We do understand that in certain circumstances it may be difficult to provide proof of address. We will work with you to explore alternative routes by which you can obtain the same or similar information.
We are unable to process our checks unless we are in receipt of a clear and legible copy of your passport. Please ensure all four corners of the document are shown in the copy you provide. All details must been clearly visible and legible, including the full alpha-numeric strip (or MRZ code) along the bottom and your photograph.
As soon as we start work on your screening you will receive an automated email with the name and contact details of the employee at Vero who will be looking after your screening. We will normally try to contact you by telephone so that we can introduce ourselves. After this we may follow up by email – this enables us to provide details in writing of any specific requirements and also gives you the opportunity to respond at a convenient time. If our query is urgent or requires explanation, we may continue to follow up with you by telephone or we may drop you a quick text message, to let you know we are trying to get in touch.
We will try not to contact you often during the screening process. However, sometimes we will need your help with additional information or documentation to enable us to complete your screening quickly and efficiently. For example, if you have lived or worked overseas we may need to request additional information or forms, so that we can conduct the required checks. If we are confirming a degree qualification for you, it may be that the university requires your signature on their official consent forms. We may also need to contact you to clarify some of the information provided on your questionnaire, or to request assistance in obtaining a reference from a past employer if they are not responding or cannot be located. Whatever the reason for contacting you, we will always provide details of what we need and how you can help.
In order to complete the screening process, we may need to request evidence for activities we have been unable to confirm at source, or because we are encountering delays at source. For example, if a company at which you previously worked has closed down or changed hands, or school records have been archived off-site. In addition, your employer may have a policy which requires employees to evidence any activities during a gap in employment. Your contact at Vero will talk through any such requirements and explain what documents you need to provide.
In this situation, we recommend you speak to your HR advisor who will be able to offer advice and assistance.
If you do not wish to consent to the required employment checks you should raise your concerns with HR who will be able to advise what impact this will have on the recruitment process.
We will always try to complete your screening in the shortest possible time. But in some instances we may encounter delays, for instance if we are waiting for responses from third parties such as past employers or universities. If you have lived or worked abroad, please bear in mind that overseas checks can sometimes take a little bit longer. If we think you can help us reduce any such delays, for example by providing alternative contact details or supporting documents, we will let you know.
The decision regarding your start date is made by your employer and Vero do not have access to this information. Please contact your HR advisor as they will be best placed to assist.
In most instances employees will not be able to start work until their screening has been completed. For this reason, please do respond as quickly as possible to any calls or emails from us, as this will help to keep delays to a minimum. If you have any questions about the progress of your screening please contact your HR advisor as they will be best placed to advise you.
Once the screening process is finished, we notify your employer. Vero will not contact you directly. Screening is only one aspect of the onboarding process, so please contact your HR advisor if you have any questions.
If you are having any difficulties completing your online questionnaire please get in contact with our helpdesk on firstname.lastname@example.org or submit a ‘Technical support’ message via the ‘Contact Us’ page on our website.
We would love to receive your feedback! Please feel free to get in contact at any point, but especially once you have been through the entire screening process. We value your opinion greatly and are always keen to share positive feedback with our employees, as well as use any constructive feedback as an opportunity to improve. You can submit a ‘Complaints and compliments’ message via the ‘Contact Us’ page on our website.
When you complete your online screening form you will have the opportunity to download a copy of your completed questionnaire to keep for future reference. In addition, and in accordance with Principle 6 of the Data Protection Act 1998, you have a right of access to all records held in connection with your employment screening. This right is referred to as a Subject Access Request (SAR) and should be made directly with your employer, who is the data controller in this instance. Please contact your HR advisor if you wish to make an SAR — they will be happy to assist.
If you would like any further information regarding data protection at Vero please contact our switchboard and ask to speak to our Data Protection Officer who will be happy to help. You may also find our Data Protection Guide for Candidates helpful. A copy of this can be accessed via the ‘Candidate Engagement’ page of our website.