May 14, 2025 . 5 mins read

An Employer's Guide to Background Checks in Ontario (2025)

Every employer needs a good team to build a business. After all, it is the only recipe for success. Beneath the shield of success, employers seek to create a trustworthy and secure team. The government has brought you closer to this dream by mandating a criminal background check in Ontario. A criminal record check can help protect your business, employees, reputation, and clients by ensuring that every new hire meets your company’s standards and values.

The process of criminal record checks in Ontario is more than just a formality. Employers must stay informed and compliant with new laws and procedures in 2025. This employer's guide to Background checks in Ontario (2025) is what you need to build your business on a foundation of trust and confidence.

Purpose of Criminal Record Checks For Employers In Ontario

A criminal record check in Ontario is a thorough process that verifies the prospective employee's identity. It also helps understand the person's suitability for the given role and supports compliance with legal and industry regulations.

In Canada, employee background checks are governed by the Privacy Act and PIPEDA and enforced by the Office of the Privacy Commissioner of Canada (OPC).

Criminal background checks are necessary for employers to:

Assure worker safety
Fulfill legal obligations
Preserve the integrity of their business processes
Preserve client confidence
Assess the fit of candidates for high-risk positions
Decrease culpability for incidents
Encourage adherence to industry-specific rules
Establish accountability

Legal Updates for Criminal Record Check in Ontario (2025)

The Police Record Checks Reform Act (PRCRA) has introduced new rules that prioritize informed consent, privacy, and avoiding discrimination based on irrelevant or pardoned crimes. Employers are required to adhere to these adjustments. You can read all about the updates right here.

Employers must ensure that checks comply with human rights regulations, preventing discrimination based on unrelated convictions or pardoned offenses.
Strong security measures are necessary to safeguard sensitive information collected through checks, enhancing accountability.
New privacy laws might bring Ontario closer to federal norms, such as the Personal Information Protection and Electronic Documents Act (PIPEDA), by filling in the gaps in employee data management.
Broad record checks will be accessible on January 1, 2025. Depending on new rules or criteria, employers might have more access to specific record checks after this date.

Types of Background Checks That Employers Can Do In Ontario

Criminal Record Check: The simplest check is performed for positions with minimal risk. Ontario Provincial Police, third-party accredited agencies, and local police stations perform these checks.

Vulnerable Sector Check: This type of check can only be done by local police services in the applicant’s area of residence or Ontario Provincial Police (OPP). It is the most detailed for roles involving children, seniors, or other vulnerable groups.

Criminal Record and Judicial Matter Check: This check includes convictions, warrants, and findings under the Youth Criminal Justice Act. Ontario Provincial Police, third-party accredited agencies, and local police stations are authorized to perform these checks.

Fingerprinting Check: It is the highest level of criminal background screening for employment in Ontario. The Canadian Criminal Real-Time Identification Services (CCRTIS) database, maintained by the RCMP, is cross-referenced with biometric verification.. You might also need to have a fingerprint-based check performed for the following reasons:

The findings of a name-based check suggest a potential match that requires confirmation.
When the RCMP must certify the check, or when name-based checks are inconclusive.
Fingerprints are necessary to verify a person's criminal past.
Because of a potential match with a sexual offense that has been pardoned, a vulnerable sector check requires fingerprinting.
You must submit this check to apply for federal government jobs or positions governed by federal law.

Who Can Check Criminal Records in Ontario?

Depending on the urgency of the criminal background check, employers can request the following authorities to conduct a background check once they have obtained written consent from the individual.

Local Police Station: Local Police Stations are authorized to perform almost all types of criminal background checks in Ontario. The centralized criminal record system helps them retrieve the information easily and send it to the employee.
Ontario Provincial Police: Certain village areas in Canada lack municipal police services. The OPP responds to people who request a background test in these areas.
Third-Party Accredited Agencies: As an employer, if you need swift results for criminal background checks in Ontario, third-party agencies like Globeia are your best bet.
RCMP Detachment Centers: They can only perform a fingerprint-based check on employees living in small villages. They do not need to travel to bigger cities to perform this check on federally based jobs.

Authority	Types of Checks Performed
Local Police Station	PCRC, CRJMC, PVS, Fingerprinting (when required)
Ontario Provincial Police	PCRC, CRJMC, PVS (non-municipal areas), Fingerprinting
Third-Party Agencies	PCRC, CRJMC, Fingerprinting (No PVS)
RCMP Detachment Centers	Fingerprint-based checks only (mostly for remote/federal employment)

Background Check Mistakes That Employers Should Avoid In Ontario

As we have already mentioned, the laws related to background checks are strict, and both parties must comply with them. Here is a checklist of the mistakes you must avoid as an employer while doing the record checks.

Failing to obtain written consent from potential employees: If background checks are performed without the candidate's permission, privacy violations and legal ramifications may exist.

Discrimination during the process: Employers must ensure that background checks are performed consistently for all applicants and do not discriminate based on protected traits, such as gender, color, or disability.

Misusing background check data: Misusing the information obtained through a background check is sensitive, and misusing it can prove detrimental to the employer and the organization’s reputation.

Document retention and disposal: Employers and accredited third-party organizations must delete the data once they have confirmed the process to their satisfaction. Retaining or misusing the data can be legally problematic.

Neglecting the laws: Breaking the Privacy Act and PIPEDA may result in penalties and harm the organization's reputation.

Conclusion

Both employers and employees must understand the nuances of criminal background checks in Ontario. The laws have been crafted in a way that allows both parties to derive maximum benefit from them. For a smooth and safe criminal background check for your potential new hires, you can contact Globeia right away.

Written by :

We are a background screening and document verification agency in Toronto. While we cover the Greater Toronto Area for in-person appointments, the bulk of our clientele uses our online services from different countries of the world. Globeia makes it simple and cost-effective for companies and individuals to navigate governmental red tape without breaking the bank.

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