Background screening: the importance of official data sources

Several pre-employment background screening providers often sell “speed” as their main value, even claiming they can deliver verification results within hours. But, have you ever wondered how they can deliver results that quickly?

In 2022, the case of Taylor v. Inflection Risk Solutions, LLC in the United States sent shockwaves through the background screening industry. Tony Taylor, a Minnesota resident, was denied an Airbnb rental because his background check report stated that he had a felony record.

In reality, the charge had been reduced to a misdemeanor after he completed his probation period. This data error severely affected Taylor’s reputation and opportunities. The case eventually turned into a class action lawsuit, and Inflection Risk Solutions agreed to a settlement of USD 4 million for Taylor and thousands of others who fell victim similar mistakes.

This case is not merely about negligence, it highlights one often overlooked crucial point: the accuracy of data sources is far more important than the speed of results.

The challenges behind pre-employment background checks

Behind every seemingly simple background screening report lies a complex process. Not all data can be accessed publicly, instantly, or through a centralized source.

For example:

• Education verification in certain countries can only be performed by submitting direct requests to the issuing universities and often requires written consent from the candidate.
• Criminal record checks in some jurisdictions require specific legal documents and limited access to official databases.
• Employment history verification sometimes involves direct confirmation from previous employers’ HR departments, which can take several days to obtain.
• Politically Exposed Persons (PEPs) screening is challenging because political positions can change rapidly, thus requiring continuous data updates.

This is why professional background screening services should not solely focus on speed. Each verification involves legal, administrative, and cross-border communication processes. The results may not be instant, but they should be ethically and legally accountable.

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Between speed and compliance

Some service providers promise screening results within 24 hours. However, such promises often come at the cost of data quality and validity.

A clear example can be found in criminal record checks in Thailand. These checks can only be performed through the Royal Thai Police (RTP) and cannot be fully automated.

When a company uses a background screening service provider, foreign candidates must appear in person at the RTP with the provider’s representative to submit their fingerprints and required documents.

Meanwhile, for Thai nationals, the request can be represented by a third-party provider who submits the required documents directly to the RTP.

Before any check can be performed, a consent letter is a mandatory document that the third party must obtain from the candidate, regardless of nationality. The entire process typically takes 8–15 business days.

If any party attempts to speed up the process using unofficial data sources, the resulting report risks being legally invalid and may violate Thailand’s Personal Data Protection Act (PDPA), which stipulates that personal data can only be collected and processed with lawful consent.

This illustrates why background screening should not be measured solely by how fast the results are delivered, but also by the legality of the data sources and compliance with local regulations.

Compliance with data protection regulations

Beyond speed and accuracy, compliance with personal data protection laws is a crucial component of pre-employment background screening. For instance, the GDPR in Europe and Indonesia’s PDP Law stipulate that personal data may only be processed for legitimate purposes and with explicit consent from the data owner.

This means that every stage of the screening process, from data collection and verification to final reporting, must be conducted transparently and in accordance with lawful processing principles. Violating these principles can lead to legal sanctions and the loss of public trust in both the company using the service and the service provider itself.

Why it’s important to partner with a credible provider

Choosing a credible pre-employment background screening provider means choosing security, accuracy, and compliance. A professional provider will:

• Use official and verifiable data sources.
• Maintain transparency at every stage of the process.
• Comply with both local and international data protection regulations.
• Deliver accurate, accountable, and actionable reports.

Ultimately, background screening is not about who can deliver the fastest results, it’s about who can be trusted to uphold the integrity of the data and the process.