A background check can add information to a hiring decision, but the name of the check, eligibility rules, and process vary by police service and province. Families should identify the check appropriate to the role, obtain the candidate’s informed consent, and avoid treating any result as a complete measure of trust or caregiving ability.
Understand the main types of police checks
Canadian police services commonly distinguish among criminal record checks, criminal record and judicial matters checks, and vulnerable sector checks. Terminology and disclosure rules are not identical everywhere.
A vulnerable sector check is intended for eligible positions of trust or authority involving children or vulnerable persons. It is not simply a more detailed check that anyone can request for any purpose. The local police service determines whether the position qualifies and explains how the applicant applies.
Consult the RCMP information on criminal record checks and the candidate’s local police service for current requirements.
Discuss the request before collecting information
Tell the candidate which check you are requesting, why it relates to the role, who will see it, and how long you will retain information. The candidate normally completes the process with an authorized provider or police service; a family should not ask for account passwords or attempt to access police systems on the candidate’s behalf.
Do not request more personal information than necessary. Identity numbers, dates of birth, and check results require careful handling.
Verify the document carefully
When a candidate presents a result:
- confirm the name matches the identity you have verified;
- check the issuing organization and completion date;
- use an issuer-provided verification method if available;
- confirm the type of check requested for the role;
- ask the candidate about any inconsistency instead of making an immediate assumption.
A screenshot or cropped image may omit important context. Follow the issuer’s instructions for viewing or validating a digital result.
Apply a relevant and fair process
Do not automatically equate any disclosed record with current risk. The nature of the role, relevance of the information, time elapsed, applicable human-rights protections, and provincial rules may matter. If the result is complex, seek appropriate legal guidance rather than improvising a policy.
Use the same risk-based process for candidates applying to the same role. Avoid collecting police information before there is a genuine hiring purpose.
Protect privacy
Limit access to the decision-makers who need the information. Store records securely, do not email unprotected copies casually, and establish a deletion schedule. Do not retain identity documents or police results indefinitely “just in case.”
The Office of the Privacy Commissioner of Canada provides general guidance on privacy in the workplace.
A check is not a safety guarantee
A police record check reports information available under the applicable process at a point in time. It does not evaluate judgement, reliability, interactions with children, or conduct that was never reported or recorded.
Combine it with:
- identity and credential verification;
- child-care-specific interviews;
- direct reference conversations;
- a paid trial visit;
- a written agreement and clear orientation;
- ongoing communication and supervision appropriate to the role.
Re-checking should be based on a clear policy, the nature of the position, and current local requirements—not an arbitrary assumption that one check lasts forever.
NannyServices.ca may facilitate a screening option or display information supplied through a provider, but each family remains responsible for understanding what was checked and making its own hiring decision.