FAQ about background checks
Here you will find an overview of what a background check is, why it is conducted, what is permitted by law and how Semac operates/conducts background checks.
A background check involves verifying information provided by an individual or a company, as well as obtaining other relevant information that may influence a hiring or engagement decision.
Security-related information may include matters involving risk to:
- Life and health
- Assets and finances
- Competence and quality
- The environment
- The company’s reputation
The purpose is to ensure a safe, accurate and fair recruitment process.
The content varies depending on the role, level of risk and the employer’s needs. Common verification points may include:
- Identity
- Education and courses
- Employment history
- Certifications and authorizations
- Financial or legal matters, where it is relevant to the role
- CV information and documentation provided by the candidate
Read more: Background check | Semac
A background check is conducted to:
- Ensure quality in the recruitment process
- Verify information provided by the candidate
- Assess suitability, including security and integrity requirements
It helps to:
- Reduce the risk of mis-hires
- Protect the company’s assets, reputation and security
- Ensure the candidate meets professional and security requirements
- Provide a fair, objective and transparent basis for decision-making
It is not the job title that determines the need for a background check, but the level of risk associated with responsibility, access, tasks and the fundamental trust required in the role.
In practice, background checks are conducted across most roles, regardless of level or function.
Typical roles where background checks are particularly relevant include:
- Positions with access to assets or sensitive information
- Security-critical and socially critical functions
- IT and technical roles with system access
- Executive and key roles
- Roles involving customer contact or representation
Background check:
- Used in ordinary recruitment processes
- Conducted by the employer or an external provider
- Based on valid legal grounds and data protection regulations
- Intended to assess a candidate’s suitability for the role
- Verifies all information relevant to the position
Security clearance:
- Required only for access to classified information
- Conducted by public authorities, for example the Norwegian Civil Security Authority
- Regulated by the Security Act
- Intended to assess security suitability
- Does not verify education or employment history and does not assess aspects beyond security, such as competence or conflicts of interest
Ordering and process
Semac’s application, Jig, has been developed over many years in collaboration with both large and small clients. It provides:
- Easy candidate registration
- Full overview of the process status
- Completed reports available directly in the portal
The solution is user-friendly and normally requires no training.
- Use Semac’s webshop to become a customer, by selecting from pre-made background check levels. Visit our webshop here.
- For a more tailored solutions: contact us at: post@semac.no
- When a contract has been signed, we will give you access to Jig where you can order the background checks
- Semac processes cases within a maximum of 5 business days
- Average processing time last year: 3.8 business days
- Total processing time may vary when external sources must be contacted, particularly abroad
If an external source requires extended time, a temporary report is issued. Semac follows up until the final report is completed.
Reports are available to authorized users in Semac’s secure application.
The report shows:
- Which checks have been conducted
- The results of the checks
- Any comments, explanations or clarifications
- Any remarks that require further consideration
A remark does not necessarily mean that something is wrong, but that the matter should be assessed by the employer.
Semac can assist with handling candidate contradiction procedures where requested.
Yes. Semac offers integrations with several HR, ATS and recruitment platforms.
Yes. Semac performs global verifications.
The price depends on the type and scope of the check.
See pricing examples in the webshop: Become a customer | Semac
For more information: post@semac.no
Yes. Semac offers several relevant services before, during and after employment, as well as services that contribute to safer employment relationships.
Privacy and security
Yes. Background checks are legal when the employer has a valid legal basis under data protection regulations and conducts the checks in a necessary, proportionate and transparent manner.
Employers may process personal data that is necessary to assess candidates in a recruitment process.
An employer may collect and verify information that is relevant to the position and necessary to make a sound hiring decision. This may include:
- Verification of education
- Verification of work experience
- Review of publicly available information
- Credit checks, when there is a legitimate basis
- Other matters relevant to the role
Background checks may vary in scope but must always be proportionate and linked to a legitimate purpose.
For candidates
The background check begins only after you have signed a “Background Check Declaration”.
The declaration is sent to you via SMS and email and confirms that you have been informed about:
- That a background check will be conducted
- The purpose of the background check
- The framework for processing personal data
- The legal basis and your rights
By signing, you authorize Semac to obtain necessary information from relevant sources such as references, former employers, educational institutions and document issuers.
The background check is initiated after the declaration has been signed.
The employer where you have applied for a position or engagement must inform you about:
- Why the background check is conducted
- What will be verified
- The legal basis for processing
- Your rights
You have several rights when a background check is conducted. You have the right to:
- Be informed about what is being checked and why
- Access the data being processed, via the employer who is the data controller
- Have data deleted when no longer necessary
- Restrict processing in certain cases
- Object if you believe the processing is not justified
- Lodge a complaint with the Norwegian Data Protection Authority
These rights follow from the Personal Data Act and GDPR.
Only authorized persons have access:
- Authorized personnel at Semac, acting as data processor
- Authorized personnel at the client company, acting as data controller
Access is strictly limited according to the principle of least privilege.
Yes, but only when necessary to verify information you have provided. This may include:
- Educational institutions
- Former employers
- Quality-assured verification partners
This is clearly stated in the declaration you sign before the process begins.
The retention period is agreed between Semac and the client company and may be set between:
- Minimum 3 months
- Maximum 24 months
The purpose of the storage determines the duration. Data is automatically deleted when the retention period expires.
Semac applies a comprehensive approach to information security through technical, organizational and human measures.
Employees:
- Bound by confidentiality obligations
- Regularly trained in privacy and security
Technology:
- Encrypted communication
- Secure storage solutions
- Measures against cyber threats and unauthorized access
Organization:
- Established routines for risk management and quality assurance
- Strict access control
- All access is logged for traceability
You may request access to your background check through the employer you are in process with, as:
- The client company is the data controller
- Semac acts as data processor
All requests for access, correction, supplementation or deletion must therefore be directed to the employer.
Personal data available to the employer, data controller:
- Name
- Date of birth and national ID number
- Phone number
- Email address
- Application documents
- Final report showing verified information and any findings
Personal data available to Semac, data processor:
All of the above, as well as:
- Documentation of internal routines, checklists and notes related to the background check
- IP addresses
All data is deleted together with the report when the retention period expires.
For third-party sources
Semac conducts background checks on behalf of private and public organizations. The purpose is to confirm information provided by the candidate, enabling the employer to make a safe and accurate assessment.
For certain positions, background checks are required by law. For other positions, they are considered best practice in line with the employer’s duty of care and governmental guidance on security in employment relationships.
The candidate has provided written authorization allowing Semac to obtain and verify information directly from relevant third parties. You are listed as a source for the information provided by the candidate.
There is no general legal obligation. However:
- The candidate has the right to have their personal data verified
- The employer has a duty of care
- Many organizations have internal routines requiring such requests to be answered
We therefore kindly request your assistance in confirming or rejecting the information.
Background checks are often time-sensitive. A lack of response may result in:
- Delays in the recruitment process
- The candidate being unable to proceed
- The employer having to assume that the information cannot be verified
Contact and support
Semac offers support on weekdays from 08:00 to 16:00.
Phone: +47 23 89 76 15
E‑mail: post@semac.no