Pre-Employment Screening

Pre-employment screening in Ontario helps employers confirm that a candidate is who they say they are, has the experience they claim and fits the risk of the role, without crossing human rights or privacy lines. PiPro’s licensed investigators verify identity, education, employment history, credentials and public records, and we scale the depth of the check to the job. A cashier and a chief financial officer should not get the same screen.

For wider corporate work, such as fraud, theft or an internal complaint, see our corporate investigations service and our guide to workplace investigations. This page is for hiring decisions. If you are vetting a partner before marriage instead, see premarital background checks.

Why employers screen candidates

• Inflated titles, fake degrees and gaps hidden in a resume
• Roles with access to cash, client data, inventory or vulnerable people
• Senior and executive hires whose past conduct affects your brand, investors or regulators
• Contractors and consultants who work inside your systems
• Licensed professions where a missing or restricted licence creates liability

What a screening can include

Identity verification

We confirm that the candidate’s name, date of birth and address match their documents and that the person is real.

Employment history

We verify titles, dates and reasons for leaving with former employers, and we flag unexplained gaps for follow up.

Education and credentials

We verify degrees, diplomas and certifications with the issuing institution, and we confirm licences through public registers where they exist.

Professional references

We speak with references in a structured way. A real conversation often reveals more than a form.

Public records

We check civil litigation, bankruptcy and insolvency filings and, where relevant, business interests and directorships.

Open source review

For senior or public facing roles, we review public online material for job-related risk. We stay away from protected grounds such as religion, family status or health.

Police record checks and driver records

Criminal record checks come from the police and need the candidate’s written consent. Driver abstracts also need consent. We guide the process and explain what each check shows.

The legal framework in Ontario

Ontario employers must screen within clear limits, and a good screening process respects them.

• Consent. Under the Police Record Checks Reform Act, 2015, police record checks require the individual’s consent, and results go to the individual first. The candidate must then consent to sharing the results with you. See the Ontario government’s police record checks page.
• Human rights. The Ontario Human Rights Code protects people from discrimination because of a record of offences, and the Ontario Human Rights Commission explains that checks should be reasonable and tied to a genuine requirement of the job. It recommends running a check as the last step, after a conditional offer. Read the Commission’s guidance on requesting job-related sensitive information.
• Relevance. A check should match the risk of the role. A broad check on every applicant is hard to justify.
• Use limits. Information obtained for hiring should be used for hiring and kept secure.

Credit checks have their own rules. Use them only for roles with a real financial responsibility and follow the consent and notice requirements. This page is general information, not legal advice. Ask your employment lawyer to review your screening policy.

Our screening process

1. Define the role and the risk. We help you decide what to check and what to skip.
2. Collect consent. We provide clear consent forms and a plain explanation for candidates.
3. Verify. Licensed investigators confirm identity, history, credentials and records.
4. Report. You get a report that marks each item as verified, not verified or in conflict with the candidate’s statement.
5. Review fairly. If something looks wrong, give the candidate a chance to explain before you decide. People make honest errors, and records can be wrong.

Screening for senior and sensitive roles

For executives, directors, finance leaders and people with privileged access, a deeper review is normal. We add media and litigation review, business interest checks and discreet reference interviews. If you are hiring into a sensitive environment, we can also pair screening with a bug sweep of the executive suite, and our wider investigative research team can help with complex backgrounds.

What makes PiPro different from an online check provider

Automated services return data. Investigators interpret it. When a date does not line up or a school will not confirm a degree, we follow up, we speak to people and we tell you what the discrepancy means. We also handle files that involve history outside Canada, where an online form usually fails.

Under Ontario’s Private Security and Investigative Services Act, 2005, investigators must be licensed. We work as a licensed agency, keep results confidential and give your team a report that can stand up if a hiring decision is later questioned.

Serving Toronto and the GTA

We support employers across Toronto and the GTA, including financial services, healthcare, technology, real estate and professional firms. We can also assist household employers who need to vet a nanny or caregiver, through our individual and family services.

Talk to PiPro about hiring checks

Call 416-912-7755 or use our contact page. Tell us the role and the level of risk, and we will recommend a screen that fits, with timing and cost up front.