Criminal Record Check (Canada)

A pre-employment background screening process in Canada that searches the Canadian Police Information Centre (CPIC) database for criminal convictions and outstanding charges.

TABLE OF CONTENT

What Is a Criminal Record Check in Canada?
Types of Criminal Record Checks in Canada
Legal Framework for Criminal Record Checks in Canadian Employment
How to Conduct Criminal Record Checks as a Canadian Employer
Record Suspensions (Pardons) and Their Impact on Employment
Third-Party Criminal Record Check Providers in Canada
Provincial Processing Times and Costs [2026]
Best Practices for Employers
Frequently Asked Questions About Criminal Record Checks in Canada

What Is a Criminal Record Check in Canada?

Key Takeaways

✓A criminal record check in Canada searches the CPIC database maintained by the RCMP for criminal convictions, outstanding warrants, and pending charges.
✓There are three types: standard criminal record check, vulnerable sector check, and certified criminal record check.
✓Employers can't legally require a criminal record check for every role. The check must be relevant to the position's responsibilities.
✓Canadian human rights legislation in most provinces prohibits discrimination based on a pardoned (record suspended) conviction.
✓Processing times vary from same-day to 120 days depending on the province, police service, and whether a vulnerable sector check is required.

A criminal record check (CRC) in Canada is a search of the Canadian Police Information Centre (CPIC) database, which is maintained by the Royal Canadian Mounted Police (RCMP). The check reveals whether an individual has a criminal record, outstanding warrants, charges, judicial orders, or peace bonds. Employers request criminal record checks as part of the pre-employment screening process to assess whether a candidate's history poses a risk to the workplace, clients, or vulnerable populations. However, Canadian law treats criminal record checks differently than many other countries. Employment decisions based solely on a criminal record can constitute discrimination under federal and provincial human rights legislation. The employer must demonstrate that the criminal record is genuinely relevant to the duties of the position.

Who can request a criminal record check

In Canada, criminal record checks are not automatic. The individual must consent to the check. Employers can request a CRC as a condition of employment, but they can't run one without the candidate's written permission. The candidate applies in person at their local police service or through an RCMP-accredited agency, provides identification, and the results are sent to the candidate (not the employer). The candidate then decides whether to share the results with the employer. This "consent and disclosure" model gives individuals control over their information, which is a key difference from countries where employers can order checks directly.

Federal vs provincial jurisdiction

Criminal law in Canada is federal, which means CPIC is a national database. However, police services that process checks are provincial or municipal. This creates inconsistency in processing times, costs, and procedures. A check in Toronto may take 15 business days and cost $40, while the same check in rural Nova Scotia might take 60 to 90 days. Some provinces have specific legislation governing when employers can request checks. Ontario's Human Rights Code, for example, prohibits employers from discriminating based on a record of offences for which a pardon (record suspension) has been granted.

4.2M+Criminal record checks processed annually in Canada (RCMP, 2023)

3 typesStandard criminal record check, vulnerable sector check, and certified criminal record check

$25-$75Typical cost range for a standard criminal record check through local police services

15-120 daysProcessing time range depending on jurisdiction and check type

Types of Criminal Record Checks in Canada

Canada uses three distinct levels of criminal record checks, each with different scope and use cases.

Standard criminal record check

The most common type. It searches the CPIC database using the applicant's name and date of birth. Results show any criminal convictions, outstanding warrants, pending charges, absolute and conditional discharges (depending on the province), and any judicial orders. It does not show pardoned offences unless the individual is applying for a vulnerable sector position. Name-based checks have a known limitation: they can produce false positives if another person with the same name and date of birth has a record. In these cases, the individual may need to provide fingerprints for verification.

Vulnerable sector check

Required for anyone who will work or volunteer with vulnerable populations, including children, elderly people, and persons with disabilities. The VSC includes everything in a standard CRC plus a search of pardoned sexual offence records. Under the Criminal Records Act, a record suspension (pardon) normally seals a person's criminal record. But the VSC is an exception: pardoned sexual offences are flagged to protect vulnerable populations. These checks take the longest to process because they often require fingerprinting and RCMP-level review.

Certified criminal record check (RCMP)

This is a fingerprint-based check processed directly by the RCMP. It produces a certified document that is accepted by foreign governments for immigration, international employment, and adoption proceedings. The individual submits fingerprints at an RCMP-accredited agency, which forwards them to Ottawa for processing. Results are mailed directly to the applicant. Processing takes 60 to 120 days on average, though the RCMP has been working to reduce wait times.

Check Type	What It Searches	Who Needs It	Typical Cost	Processing Time
Criminal Record Check (CRC)	CPIC for convictions, outstanding warrants, and charges	General employment, volunteer positions	$25-$50	5-15 business days
Vulnerable Sector Check (VSC)	CPIC plus pardoned sexual offence records	Roles working with children, elderly, or persons with disabilities	$25-$75	30-120 days
Certified Criminal Record Check	CPIC with an RCMP-certified document (fingerprint-based)	Immigration, international employment, adoption	$25 (RCMP fee) + fingerprint fee	60-120 days

Legal Framework for Criminal Record Checks in Canadian Employment

Canadian law balances employer safety concerns with the human rights of individuals with criminal records. The rules are more protective of candidates than in most other countries.

Canadian Human Rights Act (federal)

The Canadian Human Rights Act prohibits discrimination based on a conviction for which a pardon (record suspension) has been granted. This applies to federally regulated employers (banks, airlines, telecommunications, federal government). Employers can't ask about pardoned offences in interviews or on application forms. If a pardoned offence appears on a background check, the employer can't use it as a reason to deny employment unless there's a genuine and bona fide occupational requirement.

Provincial human rights codes

Each province has its own human rights legislation with varying protections. Ontario's Human Rights Code prohibits discrimination based on "record of offences," which covers pardoned convictions and provincial offences. British Columbia's code specifically lists "criminal or summary conviction unrelated to employment" as a protected ground. Quebec's Charter of Human Rights and Freedoms prohibits discrimination based on "a conviction for a penal or criminal offence, if the offence is in no way connected with the employment." Alberta and Saskatchewan have more limited protections. HR teams need to know the specific rules for their province.

The bona fide occupational requirement test

Even in cases where a criminal record is relevant, the employer must show that the screening requirement is a bona fide occupational requirement (BFOR). This means three things. First, the requirement was adopted for a rational purpose connected to job performance. Second, it was adopted in good faith. Third, it's reasonably necessary to accomplish the purpose, and accommodating the individual would create undue hardship. For example, requiring a clear criminal record for a daycare worker is likely a BFOR. Requiring the same for a warehouse worker with no access to vulnerable populations probably isn't.

How to Conduct Criminal Record Checks as a Canadian Employer

Following the correct process protects both the employer and the candidate. Getting it wrong can result in human rights complaints and legal liability.

Step 1: Determine if a check is justified

Before requesting a CRC, assess whether the role genuinely requires one. Consider the level of trust involved, access to vulnerable populations, financial responsibilities, and access to sensitive information. Document your rationale. If the role doesn't involve any of these factors, you likely don't have legal grounds to require a criminal record check.

Step 2: Obtain informed consent

Canadian privacy law (PIPEDA for federally regulated organizations, provincial equivalents for others) requires the individual's informed consent before collecting personal information. Provide a clear written explanation of what information will be collected, why it's needed, and how it will be used. The candidate signs a consent form. Never run a check without consent.

Step 3: Make the offer conditional

Best practice is to extend a conditional job offer first, then request the criminal record check. This approach reduces the risk of discrimination claims because you've already assessed the candidate's qualifications before reviewing their criminal history. The offer letter should clearly state that employment is conditional upon satisfactory results of the criminal record check.

Step 4: Review results with context

If the check reveals a record, don't automatically rescind the offer. Assess the nature of the offence, how long ago it occurred, whether it's related to the job duties, and any evidence of rehabilitation. The Canadian Human Rights Commission recommends using an "individualized assessment" rather than blanket policies that reject all candidates with records.

Record Suspensions (Pardons) and Their Impact on Employment

Understanding the Canadian pardon system is critical for employers, because pardoned offences carry specific legal protections.

What is a record suspension?

In 2012, Canada replaced the term "pardon" with "record suspension," though both terms are still used. A record suspension seals an individual's criminal record from the CPIC database. It doesn't erase the conviction, but it prevents it from appearing on standard criminal record checks. The Parole Board of Canada processes applications for record suspensions. Applicants must wait 5 years after completing their sentence for summary offences and 10 years for indictable offences before they can apply.

Employer obligations regarding pardoned offences

Under the Canadian Human Rights Act and most provincial human rights codes, employers can't discriminate against individuals who have received a record suspension. This means you can't ask about pardoned offences in interviews, on application forms, or during the hiring process. If a pardoned offence somehow comes to your attention, you can't use it to deny employment, terminate, or otherwise disadvantage the individual. The only exception is the vulnerable sector check, which does flag pardoned sexual offences.

Third-Party Criminal Record Check Providers in Canada

Many employers use third-party services to speed up and simplify the screening process. Here's how they compare.

Provider Type	Examples	Advantages	Limitations
Local police services	Toronto Police, Vancouver Police, Edmonton Police	Official results, lowest cost, accepted everywhere	Slowest processing, in-person application often required
RCMP-accredited agencies	Canadian Criminal Real Time Identification Services (CCRTIS)	Fingerprint-based, certified results for immigration	Most expensive, longest wait times
Private screening companies	Sterling, Certn, Triton, Mintz Global	Fast (24-72 hours), digital process, employer-friendly reports	Results are unofficial summaries, some positions require police-issued checks
Online RCMP portals	RCMP Canadian Criminal Record Check online	Convenient, no in-person visit required	Only available for certain check types, requires verified identity

Provincial Processing Times and Costs [2026]

Processing times and costs vary significantly by jurisdiction. This creates challenges for employers hiring across multiple provinces.

Province/Territory	Standard CRC Cost	Standard CRC Processing Time	Vulnerable Sector Processing Time
Ontario (Toronto)	$40-$65	10-15 business days	45-90 days
British Columbia (Vancouver)	$28-$50	5-10 business days	30-60 days
Alberta (Calgary/Edmonton)	$30-$55	5-10 business days	30-45 days
Quebec (Montreal)	$40-$65	15-30 business days	60-120 days
Nova Scotia	$30-$45	10-20 business days	45-90 days
Manitoba	$30-$50	5-15 business days	30-60 days

Best Practices for Employers

Follow these guidelines to conduct criminal record checks legally, fairly, and efficiently.

Only request checks when the role justifies it. Don't apply blanket policies across all positions
Always make the job offer conditional before requesting the check. This protects against discrimination claims
Use individualized assessments when a record is found. Consider the nature of the offence, its relevance to the role, how long ago it occurred, and evidence of rehabilitation
Never ask about pardoned offences on application forms or in interviews
Build processing time into your hiring timeline, especially for vulnerable sector checks that can take 60 to 120 days
Use third-party screening providers for speed, but verify whether the position requires an official police-issued check
Train hiring managers on human rights obligations to prevent uninformed decisions that create legal exposure
Document your screening rationale for each role type so you can demonstrate compliance if challenged

Frequently Asked Questions

Can an employer in Canada reject a candidate based solely on a criminal record?

In most provinces, no, not without demonstrating that the offence is directly relevant to the job duties. Canadian human rights legislation protects individuals from discrimination based on criminal records, especially pardoned convictions. Employers must conduct an individualized assessment and show that the criminal record creates a genuine risk related to the position's responsibilities.

How far back does a Canadian criminal record check go?

There is no time limit on standard CPIC searches. A conviction from 30 years ago will still appear unless the individual has received a record suspension (pardon). However, absolute discharges are removed from CPIC after 1 year, and conditional discharges are removed after 3 years. Record suspensions seal the conviction from standard checks but not from vulnerable sector checks for sexual offences.

Who pays for the criminal record check, the employer or the candidate?

There's no federal law specifying who pays. Common practice varies by industry. In corporate settings, the employer typically reimburses the cost or pays directly through a third-party screening provider. In non-profit and volunteer settings, the individual often pays. Some provinces have specific rules. In Ontario, employers in certain regulated sectors must cover the cost.

Can a Canadian employer ask about criminal history during a job interview?

This depends on the province. In Ontario, employers generally shouldn't ask about criminal convictions on application forms or in initial interviews. In British Columbia, employers can't ask about unrelated criminal convictions. In Alberta, there are fewer restrictions. The safest approach across all provinces is to wait until after making a conditional offer before inquiring about criminal history.

What's the difference between a police check and an RCMP check?

A police check is processed by your local police service (city or regional police) and searches the CPIC database by name and date of birth. An RCMP check is processed by the RCMP using fingerprints and produces a certified document. Police checks are faster and cheaper but are name-based (which can produce false positives). RCMP checks are fingerprint-verified and required for immigration, international employment, and some government positions.

Written by Adithyan RK

Fact-checked by Surya N

Published on: 25 Mar 2026|Last updated: