Guide to employee background checks in the Netherlands

Hiring the right employee is about than just skills and experience! It is about trust, security, and compliance. That’s where background checks come in. But what information can employers legally check in the Netherlands? How do GDPR laws impact screening? And what’s the process for obtaining a Certificate of Good Conduct (VOG)?

The present Article covers everything you need to know about background checks in the Netherlands, from legal requirements to best practices, helping employers make informed and compliant hiring decisions.

What is a background check in the Netherlands?

A background check is a screening process that employers use to verify a candidate’s credentials, work history, and criminal record before making a hiring decision. These checks help employers ensure that potential employees meet the qualifications and integrity standards required for their roles.

Types of background checks conducted

In the Netherlands, employers can conduct different types of background checks, including:

• Criminal Record Checks – Reviewing a candidate’s past criminal activity through a Certificate of Good Conduct (Verklaring Omtrent het Gedrag - VOG).
• Employment History Verification – Confirming a candidate’s past employment details and work experience.
• Education Verification – Validating degrees and academic qualifications.
• Social Media Screening – Assessing a candidate’s online behavior and professional image.

Importance of background checks for employers

Conducting background checks is essential for employers to:

• Prevent workplace fraud and misconduct.
• Ensure a safe and secure working environment.
• Protect company reputation and customer trust.
• Comply with industry-specific regulations and compliance standards.

Are background checks legal in the Netherlands?

Employers can conduct background checks, but strict privacy laws apply. Checks must be job-related, fair, and in compliance with the GDPR's requirements, with candidate consent required. Understanding these rules helps businesses stay compliant while making informed hiring decisions.

Understanding legal framework for background checks

Background checks in the Netherlands are legal but must adhere to strict privacy laws. Employers must have a legitimate reason to conduct screenings and ensure they do not discriminate against candidates. The Dutch Civil Code and employment regulations set out the legal boundaries for conducting background screenings.

GDPR and its impact on background screening

Under the General Data Protection Regulation (GDPR), employers must obtain a candidate’s explicit consent before carrying out a background check. The following GDPR principles apply:

• Employers must process personal data lawfully, transparently, and fairly.
• Background screening must be relevant and necessary for the job.
• Candidates have the right to access, rectify, or delete their personal data.
• Data retention must be minimal, and employers should not store unnecessary information.

How to conduct an employee background check?

Performing a background check in the Netherlands involves several steps to ensure compliance and accuracy. Employers must follow a structured approach to avoid legal issues and ensure they collect relevant information.

Steps to perform a background check

1. Obtain candidate consent before proceeding. Written approval is required under GDPR.
2. Define which checks are relevant to the role to avoid unnecessary data collection.
3. Verify employment history by contacting previous employers and checking references.
4. Request a VOG if needed for specific industries.
5. Check educational credentials by verifying degrees and certifications with academic institutions.
6. Conduct social media screening (if applicable and lawful) by reviewing publicly available information.

Key elements to include in screening

A comprehensive background check should focus on the following aspects:

• Work experience verification to confirm past roles and responsibilities.
• Criminal background (if required) for roles that demand high security and trust.
• Professional licenses and certifications to ensure qualifications meet job requirements.
• Social media presence and professional reputation to assess a candidate’s online conduct.

Obtaining a certificate of conduct (VOG)

A Verklaring Omtrent het Gedrag (VOG) is a criminal background certificate issued by the Dutch government. Certain jobs, especially those involving finance, healthcare, and education, require this certificate.

How to request a VOG?

• Employers can apply through the Justis website or request the candidate to apply directly.
• The processing time is typically 2-4 weeks, though digital applications may be processed faster.
• The cost of a VOG varies but usually ranges between €30-€45.

Visit Justis website for official VOG applications and more information.

What are the benefits of background checks?

Background checks offer more than just peace of mind, they help employers make smarter, safer hiring decisions. From improving workplace security to reducing hiring risks, here’s why background screening is a valuable step in the recruitment process.

Enhancing workplace safety

A thorough background screening process reduces the risk of hiring individuals who may pose security threats, ensuring a safer workplace for all employees.

Reducing employment risks

Verifying employment history and qualifications minimizes the chances of hiring unqualified or dishonest candidates, preventing costly hiring mistakes.

Improving hiring decisions

A structured background check process helps employers make informed hiring decisions based on verified data rather than assumptions.

Misconceptions about background screening

Background checks are often misunderstood, leading to confusion for both employers and candidates. It's important to separate fact from fiction to ensure a fair and legal hiring process. Here are some common myths and the truth behind them:

• "Background checks are only for high-risk jobs." – Many employers in various industries conduct screenings as part of their hiring process.
• "Employers can check all personal data." – Background screening is regulated by privacy laws, and only job-relevant data can be accessed.
• "Candidates cannot refuse background checks." – Candidates can refuse, but this may affect their chances of employment, depending on the role.

Advice for employers on background checks

• Always get candidate consent before screening.
• Follow GDPR regulations to protect candidate privacy.
• Use background checks as a hiring tool, not a sole decision-maker.
• Stay updated on Dutch employment laws to ensure compliance.

For more insights on Dutch Employment regulations, visit our guide for the Netherlands.

FAQs about background checks

1. Are background checks mandatory in the Netherlands?

Background checks are not mandatory for all jobs but are required in sensitive industries like finance, education, and healthcare.

2. How long does it take to obtain a Certificate of Conduct (VOG)?

It typically takes 2–4 weeks, depending on the complexity of the check.

3. Can employers check a candidate’s social media accounts?

Yes, but only publicly available information can be reviewed, and the screening must be relevant to the job role.