Screening & Vetting FAQ's

Q: Why choose BoldLine as your preferred vetting & screening provider?

A: We pride ourselves on our service offering in respect to being an affordable, reliable and delivering exceptional service, versus our competitors in the market. Always putting our clients at the heart of everything we do.

​

Q: How do I enroll in BoldLine's services & what is required?

A:   S1  Book a free, no obligation consultation by emailing us at: sales@boldline.co.za, or complete the contact

             form here.

​       S2  Complete the sales agreement & consent form including supporting documentation required.

       S3  Checks will be processed in accordance with our service level agreements & you will be regularly

              updated on status.

​

Q: What are BoldLine turnaround times?

A: We will make all reasonable efforts to deliver results within our communicated timeframes. However, turn around times depend on third-party data sources and government departments. BoldLine is not liable for any delays caused by external parties.

​

Q: Do BoldLine conduct checks over the weekend?

A: Dependent on the urgent nature / circumstances we would look to offer this service at an additional cost. Important to bear in mind that it would also depend on and be subject to the type of check within our control. Should there be a dependency on a government bodies etc, this will not be possible.

​

Q: What are the associated costs for BoldLine verification services?

A: As pricing may vary depending on the service required, you should contact us directly via email sales@boldline.co.za or call us at +27 601633 813.

​

Q: Who is responsible for maintaining confidentiality & data protection of information shared with BoldLine?

A: Both the client and BoldLine are responsible for ensuring that any shared information is safeguarded and kept confidential at all times. Data will be stored by BoldLine securely for the legally required period.

​

Q: What is employment screening & vetting?

A: Employment screening and vetting is a process used by employers to verify a candidate’s identity, qualifications, integrity and suitability for a role. It may include criminal checks, credit history, qualifications verification, reference checks, and more, depending on the position and legal requirements.

​

Q: What is the difference between screening and the vetting process?

A: Screening is the initial surface check used to quickly identify obvious risks or disqualifying factors. Examples include id verification, criminal record, permit and right to work and basic background checks. The purpose is to confirm the candidate is who they say they are and meets minimum legal and compliance requirements. Vetting goes deeper, it's a more thorough investigation into a persons history, behavior and trustworthiness for example employment history verification, reference, financial and credit checks, character assessment and risk profile. 

​

Q: Is employment screening legal in South Africa?

A: Yes, employment screening is legal, however it must be conducted in compliance with Protection of Personal Information Act (POPIA). Employers must have written consent from the employee before conducting any any checks, and the screening must be relevant to the job and fair and legal.

​

Q: Do employers need consent from candidates?

A: Written consent is required before carrying out any background checks. Without consent, conducting checks may be unlawful, and could expose the employer to legal action.

​

Q: What are the most common background checks?

A: Identity verification (ID/passport), employment history verification, criminal record checks, and drivers license verification.

​

​Q: When can an employer request a criminal background check?

A: After a candidate has provided explicit consent, and when it is legally justified by the Protection of Personal Information Act (POPIA). This is typically performed during the final stages of hiring to verify information relevant to the specific job, such as an applicants identity, qualifications, or criminal history. 

 

Q: Should all employees undergo a credit check?

A: Yes, credit checks are permissible for employees, but only if they are relevant to the job and the employer has obtained written consent from the employee. This is particularly true for positions that involve financial responsibility, such as roles in finance, auditing or cash handling.

 

Q: How are qualification checks conducted?

A:  Involves checking through the National Learners Records Database (NLRD), and by contacting the original institutions directly or through a third party service to confirm academic and professional credentials.

​

​Q: Can an employer retract a job offer based on screening outcomes?

A: Yes, an employer can generally retract a job offer based on the outcomes of pre-employment screening, provided the reasons are legitimate, non-discriminatory, and clearly stated as conditions of the offer.

 

Q: What happens if screening outcomes are incorrect?

A: It can lead to job loss, damage to your reputation, and emotional distress. It is crucial to immediately report the inaccuracies to the proper authority and potential employer, providing proof where possible and to dispute the the information to correct it. 

​

Q: How is personal data protected during the screening process?

A: Personal data is protected during screening through a combination of legal compliance, security measures and data handling policies. Key methods include implementing strong security such as encryption and access controls, complying with regulations like GDPR which mandates transparency and data minimization and training employees on data protection protocols. 

​

Q: Can screening be performed on existing employees?

A: Yes, screening can be performed on existing employees, and in many cases it is a mandatory and ongoing requirement. This practice is essential for risk management, compliance with regulations and ensuring ongoing competence and integrity in the workplace.

​

Q: What checks are required for foreign nationals?

A: They must have a valid passport and work permit that authorizes employment. Employers must verify that the work permit is valid and aligns with the job, while the foreign national must also provide a police clearance certificate and may need a SAQA evaluation for foreign qualifications. Examples include medical reports and for certain visas adherence to the points based system. 

​

Q: What are the consequences for non-compliance as a foreign national?

A: Employers (including foreign nationals who employ others) who fail to conduct proper checks, and as a result employ undocumented or non compliant foreign nationals face severe penalties including significant fines and potential imprisonment. The law places a strict responsibility on the employer to verify the legal status of all foreign workers. 

​

Q: Are social media checks permissible in respect to screening?

A: Yes, it can be used in background screening, however, it is not s replacement for traditional checks and must be handled with care to avoid legal and ethical issues. Employers use social media checks to verify information, assess cultural fit and identify red flags such as offensive content or illegal activity. These checks must only focus on public information, comply with regulations like the FCRA, and avoid looking at protected characteristics such as race, religion or gender to ensure fairness.  

​

Q: Is vetting required before or after employment commences?

A: Vetting should be completed ahead of employment commencing as it is the standard and safest practice for employers to ensure a candidate is suitable for the role and a good fit for the business, however, should a company have an urgent hire requirement, they may issue a conditional offer that is contingent on the vetting process being completed successfully, and the employment contract can be cancelled should the candidate fail the check.   

​

​​Q: What information is illegal or restricted to check?

A: Checks without explicit consent are prohibited. The use of polygraph test is restricted and generally considered unlawful in a hiring context.  

​

Q: Are criminal records for old or unrelated offences considered?

A:  Employers should focus on whether a criminal record is directly relevant to the position applied for. A conviction for theft may be relevant for a finance role but not necessarily for a maintenance role.

​

Q: What happens if a candidate refuses a background check?

A: A candidate's refusal to provide written consent is often considered a red flag and can be a basis for not proceeding with their application, provided a clear policy in place and the checks are relevant to the role.

​

Q: Can asylum seeker continue working if their permit has expired & are pending an extension?

A: No, this is not possible, they cannot continue to work with an expired permit, even if an extension is pending. The law prohibits employing a foreigner who's status does not authorize them to be employed and an expired permit means the asylum seeker is in an unlawful status. Employers risk being penalized, and continued employment is not automatically protected while the extension is processed. ​

​

Q: As a client what are my responsibilities?

A: To obtain all necessary consent from candidates prior to checks taking place and ensure accurate and complete information is provided. Furthermore, you are expected to use screening result data in compliance with all relevant laws (including labour & privacy legislation).

​

Q: Will I be held liable and accountable for any misuse or misinterpretation of screening results?

A: Yes, as the client you will be held liable for any consequences associated with the misuse or misinterpretation of screening results. ​

​

​

​

​