Employee Background Check Policy and Procedure

For Eagle Vision Video Productions Ltd. (EVVP) | Canada

1. Policy statement

EVVP is committed to maintaining a safe, professional, and trustworthy workplace. Background checks help us confirm that candidates and workers are suitable for the role, protect our team and clients, and reduce risk when work involves client sites, sensitive information, or vulnerable groups.

EVVP will conduct background checks in a fair, consistent, and privacy-respecting way that aligns with applicable Canadian privacy laws and human rights requirements.

2. Purpose

This policy and procedure exist to:

• Support safe hiring decisions
• Reduce risk to clients, the public, and EVVP staff
• Protect EVVP equipment, data, and reputation
• Ensure checks are completed consistently, with informed consent and secure handling of results

3. Scope

This policy applies to:

• All candidates being considered for employment with EVVP
• Contractors and freelancers when they will represent EVVP, access client sites, handle sensitive information, or work on projects where checks are contractually required
• Existing staff if a role change increases risk exposure, or if required by contract, regulation, or client policy

4. Guiding principles

EVVP follows these principles:

• Checks are role-based and only as intrusive as necessary
• Written consent is required before any check is initiated
• Results are handled as confidential, need-to-know information
• A clear process exists for resolving concerns and ensuring fairness
• Decisions will consider relevance to the role and timing, not assumptions or bias

5. Definitions

• Background check: A set of verification steps that may include identity verification, reference checks, education confirmation, employment verification, criminal record check, vulnerable sector check, driver’s abstract, credit check, and right-to-work confirmation, depending on the role.
• Candidate: Any applicant for employment or contract work.
• Vulnerable Sector Check (VSC): A type of check used when the role involves positions of trust with vulnerable persons, completed through police services under applicable rules.
• Sensitive role: A role with elevated trust requirements due to access to people, property, finances, high-value equipment, controlled locations, or confidential information.

6. Roles and responsibilities

President / Executive Lead

• Approves this policy and any exceptions
• Acts as final escalation point for disputed results and hiring decisions

Hiring Manager / Operations Lead

• Determines required checks based on role risk
• Ensures consent is obtained and procedures are followed
• Receives and reviews results on a need-to-know basis

Administrative Support (if applicable)

• Coordinates paperwork, vendor requests, and record retention
• Ensures secure storage and access control

Candidates and workers

• Provide accurate information and required consent
• Participate in required checks within the requested timeline

7. When background checks are required

Background checks are conducted after a conditional offer of employment or engagement, unless a client contract requires completion earlier.

Checks may also be required:

• When an employee moves into a higher-trust position
• When working on client contracts with mandatory screening rules
• When a role includes driving a company vehicle, transporting gear, or unsupervised access to sites
• When working in settings involving children, youth, or vulnerable persons

8. Role-based screening levels

EVVP uses screening levels to keep checks consistent and proportional.

Level 1: Standard roles (most positions)

Typical examples: office admin, editing/post-production roles without client financial access, general production support under supervision.
Checks may include:

• Identity verification
• Reference checks (minimum two)
• Employment verification (as needed)
• Education or certification verification (as needed)

Level 2: Client-facing or elevated-trust roles

Typical examples: project lead, producer, account lead, lead editor with broad access to client files, roles with unsupervised access to client locations or expensive equipment.
Checks may include Level 1, plus:

• Criminal record check (standard)
• Additional references or enhanced employment verification

Level 3: High-trust or restricted-access roles

Typical examples: roles with significant financial access, keys/alarm codes, access to sensitive client information, work on secure sites, or roles involving vulnerable persons where legally justified.
Checks may include Level 2, plus one or more of:

• Vulnerable Sector Check (only when role duties meet the required criteria)
• Driver’s abstract (if driving is a core duty)
• Credit check (only where financially relevant and permitted, and never as a default)
• Site-specific screening required by a client or facility

9. Consent and transparency requirements

EVVP will:

• Inform candidates what checks are required, why they are needed, and how results are used
• Obtain written consent before initiating any check
• Provide candidates an opportunity to explain or dispute information that may negatively affect a decision
• Use results only for hiring, placement, or contract compliance purposes

A candidate may withdraw consent at any time, but EVVP may be unable to proceed with employment or engagement if checks are required for the role.

10. Privacy, confidentiality, and record handling

EVVP treats background check records as confidential.

• Results are accessed only by the Hiring Manager/Operations Lead and the Executive Lead as needed
• Records are stored securely (restricted digital folder or locked physical file)
• Results are not shared with clients unless contractually required and authorized
• EVVP will not keep more information than necessary

11. Decision-making and fairness

If a background check returns information of concern, EVVP will:

• Assess whether the information is relevant to the role and responsibilities
• Consider seriousness, timing, patterns, and evidence of rehabilitation
• Avoid automatic disqualification unless required by law or client contract
• Provide the candidate an opportunity to clarify or correct errors

EVVP may consult legal or HR guidance for complex cases.

12. Disqualifying findings (general guidance)

A result may lead to withdrawal of an offer or reassignment when:

• Identity cannot be verified
• Material misrepresentation is confirmed (fraudulent credentials, false work history)
• A role-relevant criminal finding creates a safety, trust, or contractual risk that cannot be mitigated
• Required checks cannot be completed for a client or site requirement

13. Exceptions

Any exception to required screening must be:

• Documented with rationale and risk controls
• Approved by the Executive Lead
• Kept on file with the hiring documentation

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Procedure: How EVVP completes background checks

Step 1: Determine screening level

The Hiring Manager assigns Level 1, 2, or 3 based on:

• Access to client sites and whether access is unsupervised
• Access to sensitive files, credentials, or systems
• Handling of money, purchasing, or approvals
• Driving requirements
• Client or site screening requirements

Step 2: Provide disclosure and obtain written consent

EVVP provides the candidate with:

• A summary of checks to be completed
• A consent form
• Any role-specific disclosure (for example credit check disclosure if applicable)

No checks begin until consent is received.

Step 3: Collect required information

The candidate provides, as applicable:

• Legal name, date of birth, and current address
• Government-issued photo ID for identity verification
• Employment history and references
• Education or certification information
• Driver’s license info if driving is required

Step 4: Complete checks

EVVP completes checks using a reputable Canadian screening provider and/or direct verification methods, such as:

• Reference calls
• Education verification with institutions (where needed)
• Employment verification with past employers (where appropriate)
• Criminal record check or VSC through approved processes
• Driver’s abstract request through the applicable provincial system (if required)

Step 5: Review results

The Hiring Manager reviews results and confirms:

• Whether results meet role requirements
• Whether any findings require clarification
• Whether mitigation is possible (scope limitations, supervision, role adjustment)

Step 6: Pre-adverse action (if needed)

If results may negatively affect a decision, EVVP will:

• Notify the candidate that an issue was identified
• Provide a reasonable opportunity to respond, clarify, or dispute inaccuracies
• Pause the final decision until the response is reviewed

Step 7: Final decision

EVVP confirms one of the following outcomes:

• Proceed with hire/engagement
• Proceed with conditions (role modification, supervision, restricted access)
• Reassign to a different role (if available and agreed)
• Withdraw the conditional offer

The decision and rationale are documented.

Step 8: Record retention and disposal

EVVP retains background check documentation only as long as necessary for:

• Hiring documentation and audit needs
• Client contract compliance
• Insurance or legal requirements

General retention guidance:

• If not hired: retain records for a limited period (commonly 6 to 12 months) then securely destroy
• If hired: store confirmation of completion and any necessary notes in the personnel file; do not retain full reports longer than necessary

Secure destruction includes permanent deletion of digital files and shredding of physical documents.

Step 9: Ongoing checks (existing staff)

A new check may be required when:

• The employee changes into a higher-trust role
• A client contract requires updated screening
• A material workplace incident creates a documented need for review, aligned with fairness and privacy requirements