Whether you’re applying for a new job, preparing to volunteer at your child’s school, or starting an immigration application, you’ve likely been asked to provide a “police check”, but do you actually know what a criminal background check shows to the person reading it? It is a common source of anxiety for many Canadians, especially if you have a minor incident from your youth or a resolved legal matter in your past.
A criminal background check is essentially an official deep dive into your history with law enforcement, but it isn’t a one-size-fits-all report. In Canada, the information disclosed depends entirely on the type of check you request and the specific reason you need it. Since the Police Record Checks Reform Act (PRCRA) was implemented in Ontario and similar standards were adopted nationwide, the process has become more regulated to protect your privacy while ensuring public safety.
In this article, we will tackle the different levels of police record checks available in Canada, from basic conviction searches to the highly detailed vulnerable sector check. We’ll explain what specific information, like criminal convictions, judicial orders, and findings of guilt, appears on each, and how the Youth Criminal Justice Act or a record suspension (pardon) might affect your results. After reading this blog, you’ll have a clear understanding of how the Royal Canadian Mounted Police (RCMP) and local police services handle your data and other important info.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.
Understanding the Three Types of Police Record Checks
When a company or employer requests a “police check,” they often mean one of three specified levels. The Canadian Police Information Centre (CPIC) and municipal police records provide increasing amounts of information at each level.
Level 1: Criminal Record Check (CRC)
The Criminal Record Check is considered the most basic search. It is typically used for general employment or volunteer positions that don’t involve working with children or seniors.
What it shows:
- Criminal convictions for which a pardon or record suspension has not been granted.
- Summary convictions (less serious offences) within the past five years.
- Findings of guilt under the Youth Criminal Justice Act (only for government-specific applications).
Level 2: Criminal Record and Judicial Matters Check (CRJMC)
A criminal record and judicial matters check is more thorough. It is often required for roles that involve a higher degree of trust, such as security guards or financial positions.
What it shows:
- Everything in a Level 1 check.
- Outstanding charges and arrest warrants.
- Judicial orders such as peace bonds, probation, and prohibition orders.
- Absolute discharges (for 1 year) and conditional discharges (for 3 years).
Level 3: Vulnerable Sector Check (VSC)
This is the most sensitive type of record check. It is strictly for individuals seeking employment or volunteer work with “vulnerable persons,” which includes children, the elderly, or people with disabilities. Because it is so intrusive, you cannot simply apply online for this check through a third party; you must go through your local police service.
What it shows:
- Everything in Levels 1 and 2.
- Findings of not criminally responsible on account of mental disorder.
- Record suspension (pardoned) information for sexual offences, if authorized by the Minister.
- Non-conviction information (in rare cases where there is a clear pattern of predation).
What Does a Criminal Background Check Show Regarding Past Mistakes?
One of the biggest concerns for homeowners and professionals is how long past mistakes stay on their record. The Criminal Records Act and the Criminal Code set specific rules for how long certain information can be disclosed.
Findings of Guilt and Discharges
If you were found guilty of a criminal offence but received a “discharge,” it doesn’t stay on your record forever. An absolute discharge is removed from your record after one year, while a conditional discharge is removed after three years, provided you meet all the conditions of your probation. During those periods, the discharge will appear on a record and judicial matters check.
The Youth Criminal Justice Act
If an offence occurred when you were under 18 years of age, it is protected under the Youth Criminal Justice Act. Generally, police service providers cannot disclose guilt under the youth criminal justice system to private employers. However, if you are applying for a government job (federal, provincial, or municipal), that information may be disclosed within a specific “access period.”
Findings of Not Criminally Responsible
If a court found you criminally responsible on account of a mental disorder, this is considered a finding of not criminally responsible. This information does not appear on basic checks but may be required for a vulnerable sector check. This information is treated extremely carefully in accordance with the Mental Health Act in order to strike a balance between your right to privacy and public safety.
The Role of Fingerprints and the RCMP National Repository
Most people start by providing their name and date of birth for a check. This is known as a name-based police record check. However, names can be similar, which sometimes leads to a “false positive.”
If your name and date of birth match someone else in the national repository of criminal records, the police check will come back as “incomplete.” At this point, you will be required to provide a fingerprint sample. This allows the Royal Canadian Mounted Police to confirm your identity with 100% accuracy.
A certified criminal record check (which requires fingerprints) is often necessary for:
- Immigration or travel visas.
- Adoption applications.
- Clearing a “match” found during a name-based search.
- Record suspension (pardon) applications.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.
Disclosure and Privacy: What Police Can’t Share
It is important to know that a police record check is not a “tell-all” document. Canadian law, specifically the Police Record Checks Reform Act, places strict limits on what a regional police service can disclose.
Non-Conviction Information
In the past, “police contact” (like being questioned or being a witness) sometimes showed up on checks. Today, disclosure of non-conviction information is highly restricted. Unless it meets the strict “predation” criteria for a vulnerable sector check, your police records won’t show:
- Mental health apprehensions (under the Mental Health Act).
- Instances where you were a victim or a witness.
- Charges that were dropped or resulted in an acquittal (except in specific VSC cases).
Provincial vs. Federal Offences
The Criminal Code and other federal statutes are the main subjects of a criminal background check. Provincial infractions like speeding tickets and inattentive driving are often excluded unless they were a component of a more serious criminal case. A separate Driver’s Abstract is usually required for occupations involving driving.
How to Apply for a Canadian Criminal Record Check
If you are seeking employment or a volunteer role, the organization should tell you exactly which type of check you need.
Step 1: Identify the Required Level
Don’t apply for a Level 3 (Vulnerable Sector) if a Level 1 (Criminal Record Check) is sufficient. Organizations require a criminal record check based on the level of risk. For example, applicants seeking employment in general office roles usually only need a Level 1, while those working with youth or the elderly must undergo a broad record check that includes a search for record suspension information for sexual offences.
Step 2: Gather Your Identification
You need to present two legitimate forms of identification in order to request a police record check. One requires a photo, and the other requires proof of identity and birthdate. A driver’s license or an Ontario photo card, as well as a valid passport or Canadian permanent residence card, are acceptable forms of identification.
Note: Provincial privacy regulations frequently prohibit the use of health cards for this purpose.
Step 3: Choose Your Application Method
Depending on your local police or regional police service, you may be able to apply online. An online police record check is often the fastest way for individuals seeking employment to receive their results. When submitting your record check applications, ensure all digital forms are complete to avoid processing delays.
However, you will probably need to physically attend a regional police headquarters if your check applications call for a fingerprint submission for a certified criminal record check, which is frequently necessary for immigration and travel. This guarantees that the RCMP can accurately confirm your identification using the national database of criminal records.
Step 4: Review and Disclosure
Once the police service has completed the search of the national repository of criminal records, you have the right to review the record check results. Under the Police Record Checks Reform Act, you can see what information may be disclosed before it is shared. This allows you to verify that a pardon is properly reflected or to ensure that the applicable period of access for youth information has been respected.
Why Choose Legalization Service Centre for Your Documentation Needs?
We know that processing police record checks, authentication, and legalization can be overwhelming, especially when you are dealing with international requirements. Legalization Service Center (LSC) has been Canada’s reliable partner since 2009 to make sure your documents are prepared for international use.
We streamline the entire process, whether you need your university degree authenticated for a move to the UAE or an RCMP-certified criminal background check apostilled for a job in Spain. This is the reason hundreds of Canadians have faith in us:
- 15+ Years of Expertise: With over years of experience, we know the ins and outs of Global Affairs Canada and the various provincial authorities. We stay up-to-date on all legislative changes, including the Hague Apostille Convention, which took effect in Canada on January 11, 2024.
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Get Your Documents Ready for International Use Today!
A criminal background check is frequently only the first step when relocating overseas or working for a multinational company. You may also need your documents to be authenticated and apostilled to be legally recognized outside of Canada. Don’t let the bureaucracy slow you down; let the experts at the Legalization Service Centre handle the details.
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Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.