Whether you are starting a new job, applying to volunteer, or securing a rental property, being asked for a criminal record check is a routine requirement in Canada.
In the past, this process often meant visiting a local police detachment, completing paperwork, and waiting weeks for results. Today, technology has simplified the experience. Applicants can now complete the screening process securely via their smartphone or computer.
Below is a clear overview of how the online criminal record check process works in Canada, the differences between screening levels, and what to expect regarding privacy and turnaround times.
Why the Shift to Online Screening?
The main reasons Canadians are moving to digital background checks are speed and accessibility. Traditional in-person checks often require appointments during business hours, which can be challenging for those working full-time.
Accredited online platforms connect securely to the Canadian Police Information Centre (CPIC) database. This is the same national system used by police agencies. This connection allows authorized providers to complete checks without requiring physical visits to a detachment.
Key differences in the digital process:
- Faster results: Digital identity verification often allows for results in hours or days, rather than weeks.
- Greater accessibility: Applicants in remote areas or busy cities like Surrey or Delta can complete the process without travel.
- Improved security: Biometric identity verification helps confirm that the person requesting the check is exactly who they claim to be.
Understanding the Difference: Basic vs. Enhanced Checks
One of the most common points of confusion is choosing the correct level of screening. Before requesting a document, it is vital to confirm which type of check is required by your employer, landlord, or organization.
1. Standard (Basic) Criminal Record Check
A Basic Criminal Record Check is a name-based search of adult convictions held in the RCMP National Repository of Criminal Records.
- What it includes: Summary convictions and indictable offences where no pardon or record suspension has been granted.
- Common uses: General employment, standard tenant screening, and retail entry-level positions.
2. Enhanced Criminal Record Check
An Enhanced Criminal Record Check includes a broader search scope. In addition to CPIC, it reviews records available through the Police Information Portal (PIP).
- What it may include: Outstanding charges, warrants, judicial orders, peace bonds, probation or prohibition orders, and absolute and conditional discharges.
- Common uses: Positions of higher trust, security-sensitive roles, and comprehensive due diligence.
Note: If you require a Vulnerable Sector Check (for work involving children or vulnerable adults), this process is typically initiated directly through a local police service.
How the Online Verification Process Works
Using a digital platform simplifies the administrative burden for both individuals and organizations. The typical workflow includes three distinct steps:
- Selection: The user identifies the specific online criminal record check options required for their situation.
- Identity Verification: Applicants complete biometric identity verification using government-issued identification and a live selfie. This technology replaces the need for in-person ID witnessing.
- Results Delivery: Once the CPIC search is complete, results are delivered securely through an encrypted online dashboard or email notification.
Privacy and Data Security
Because background checks involve sensitive personal information, data security is the top priority. When selecting an online provider, it is important to ensure the company is Canadian-based and stores data within Canada.
Canadian data residency helps ensure compliance with federal privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA). At Fastkey, data is handled and stored in strict accordance with these Canadian privacy and security standards.
Who Uses These Checks?
While employment screening is the most common use case, online checks support a wide range of needs across different sectors:
- Individuals: For personal review, immigration documentation, or volunteer applications. You can learn more about criminal record checks for individuals here.
- Landlords & Property Managers: To assess potential tenants and support safer rental decisions.
- Employers & HR Teams: To support compliant hiring practices and reduce organizational risk. (See our solutions for businesses and landlords).
The Takeaway
Obtaining a criminal record check in Canada no longer needs to be a slow or complicated administrative hurdle. Secure online platforms make it possible to complete compliance steps quickly, often within the same business day, while maintaining privacy and regulatory standards.