Background Check FAQ for candidates, employees and HR teams
Find clear answers to the most common questions about background checks in Switzerland. Whether you are a candidate undergoing a screening or an employer conducting pre-employment or in-employment verifications, learn how the process works, what data protection and consent requirements apply and how long a verification takes.
FAQ for candidates and employees
A pre-employment background check helps your future employer verify key information in your job application before making or confirming a hiring decision. The purpose is to ensure that your profile, qualifications and professional background are aligned with the role, internal recruitment rules and security requirements.
Your future employer has defined a set of checks and/or documents to be completed as part of the verification process. The checks depend on the position, industry and level of responsibility. They may include identity verification, employment history, education, diplomas, certificates, references, criminal record documents, financial integrity elements or other role-related information. Your secure and personalised Aequivalent web interface will indicate which information and documents are required for your particular screening.
Aequivalent is an independent Swiss background screening provider mandated by your future employer. Aequivalent collects and verifies the requested information as part of the screening process, supports you during the process and prepares an objective verification report for your employer. If discrepancies or inconsistencies are identified, they will be documented in the report and your employer may contact you for clarification. Aequivalent does not make hiring decisions. The final assessment of the report and any subsequent decisions remain solely the responsibility of your employer.
Aequivalent requires your signed authorisation before starting any verification activities. By signing the authorisation form, you confirm that you have been informed by your employer about the screening process and that Aequivalent has been mandated to collect and verify specific information. Your authorisation may also be required to obtain documents or confirmations from third parties relevant to the requested checks, such as public authorities, universities, former employers, professional references or official registers.
Yes. You have the right to refuse to participate in a verification programme requested by your employer and conducted by Aequivalent. If you are considering refusing, we recommend discussing the matter directly with your future employer. The employer will decide how to handle the refusal according to its recruitment policy, internal requirements and the nature of role concerned.
Your data is processed by Aequivalent on behalf of your employer and only for the specific verification programme requested. For this reason, any questions regarding the outcome or use of the verification results should be addressed directly to your employer. Aequivalent is ISO 27001 certified, uses secure systems and applies strict information security and data protection measures. Your personal data and supporting documents are automatically deleted 90 days after the verification report has been delivered to your employer. You may also request earlier deletion of your personal data at any time through your secure and personalised Aequivalent platform.
Yes. Aequivalent is ISO 27001 certified and applies strict information security and data protection standards to safeguard your personal data throughout the verification process. Any sharing of information with third parties is limited to what is necessary to perform the requested checks. The process complies with the Swiss Federal Act on Data Protection (FADP) and, where applicable, the European General Data Protection Regulation (GDPR).
The verification report is exclusively provided to the employer through Aequivalent’s secure platform. If you would like to access or discuss the report, you should contact your employer directly. Depending on the employer’s process, the report or relevant information may be shared with you for transparency.
If you have questions about the purpose of the background check, the impact on your job application or the employer’s decision, contact your employer directly require technical support or assistance using the Aequivalent platform, you can contact Aequivalent at service@aequivalent.ch
In-employment verifications
An in-employment verification allows your employer to update your personal file or confirm information during your employment. This may be required for internal compliance, security policies, regulated roles, sensitive responsibilities or changes in position. The objective is to keep employee records accurate and aligned with the requirements of the role.
Your employer has defined a set of checks to be completed as part of the verification process. The information checked depends on your position and your employer’s policy. It may include identity information, criminal record documents, financial integrity elements, updated certificates, professional certifications, conflicts of interest or other role-specific information. Your secure Aequivalent interface lists the exact checks requested.
Aequivalent acts as an independent verification provider. Your employer mandates Aequivalent to collect, verify and document the required information through a standardised and secure process. Aequivalent prepares an objective summary report but does not make hiring, employment or other business decisions on behalf of your employer. If discrepancies or inconsistencies are identified during the verification process, they will be documented in the report, and your employer may contact you for clarification. Any assessment of the report and any subsequent decisions remain solely the responsibility of your employer.
Aequivalent asks you to sign an authorisation before starting any verification activities. By signing the authorisation form, you confirm that you have been informed by your employer about the screening process and that Aequivalent has been mandated to collect and verify specific information. Your authorisation may also be required to obtain documents or confirmations from third parties relevant to the requested checks.
Yes. You may refuse to participate in the verification programme requested by your employer and conducted by Aequivalent. If you are unsure about the purpose or scope of the verification, speak with your employer before making a decision. Your employer will determine how to handle the refusal according to its internal policy, legal obligations and the responsibilities attached to your position.
Your personal data is processed by Aequivalent solely for the purpose of carrying out the verification programme requested by your employer. For this reason, any questions regarding the outcome or use of the verification results should be addressed directly to your employer. Aequivalent is ISO 27001 certified, uses secure systems and applies strict confidentiality and data protection standards. Your personal data and supporting documents are deleted no later than 90 days after the verification report has been issued to your employer. You may also request an earlier deletion of your personal data at any time through your secure and personalised Aequivalent portal.
Yes. Aequivalent is ISO27001 certified and uses secure, encrypted systems to process verification data. Information sharing with third parties is kept to an absolute minimum. Data is handled with strict confidentiality, stored in Switzerland and processed in accordance with the Swiss Federal Act on Data Protection and the GDPR where applicable.
The report is made available exclusively to your employer through Aequivalent’s secure platform. If you want to view or access the results, contact your employer directly. Aequivalent can support technical access questions, but all questions about the report’s interpretation should be addressed to your employer.
If you have questions about the purpose of the background check or its consequences, please contact your employer directly. If you require technical support or assistance using the Aequivalent platform, you can contact Aequivalent at service@aequivalent.ch
FAQ for organisations
A background check is a structured verification process used to confirm information provided by a candidate or employee. It may include identity, education, diplomas, employment history, reputation, criminal record documents, financial integrity, conflicts of interest, international reputation or other role-related checks. In Switzerland, background checks must be relevant, proportionate and compliant with data protection law.
Pre-employment background checks help organisations reduce hiring risks, verify candidate information and protect trust, compliance and reputation. They can help identify inconsistencies, fake diplomas, inaccurate employment history, undisclosed conflicts of interest or other integrity-related risks before a final hiring decision is made.
By promoting transparency and trust from day one, background checks help employers make informed hiring decisions, strengthen workplace integrity and reduce the risk of costly recruitment mistakes and employee turnover.
Aequivalent offers a wide range of employee screening services, including identity verification, diploma and certification checks, employment history verification, reference checks, criminal record checks, financial integrity screening, social media screening, international reputation, conflict-of-interest verifications and many more!
Aequivalent is a Swiss company specialised in background checks, employee screening and verification programmes for candidates and current employees. Verifications may include identity, financial integrity, conflict-of-interest, education, employment history or social media screening. With offices in Yverdon and Bern, Aequivalent has been supporting organisations in Switzerland and internationally for more than 11 years through secure digital processes, independent verification reports and seamless integrations with leading HR systems, including Workday, SAP SuccessFactors, Lucca, PeopleWeek, Abacus, and Adequasys. These integrations enable HR teams to initiate, track and manage background checks directly from their HRIS.
Yes. Background checks are legal in Switzerland when they are relevant, proportionate, transparent and connected to the role. The scope of the check must be justified by the position, industry, responsibilities and risk level. In certain sectors (education, finance, etc.), they may even be legally or regulatorily required. Aequivalent helps organisations conduct verifications in line with Swiss data protection requirements and GDPR where applicable.
A Swiss background check follows Swiss legal, administrative and data protection requirements. International background checks may involve different authorities, institutions, languages, procedures and legal frameworks. Aequivalent adapts its verification process to each country while maintaining a consistent compliance and security standard for international employers.
The required documents depend on the verification programme. In most cases, the candidate or employee need to submit a signed authorisation form, a proof of identity and, if applicable, relevant supporting documents such as diplomas, certificates or previous employment details. The secure Aequivalent platform guides the employee step by step.
Yes. Aequivalent requires explicit authorisation before initiating any verification activities and before requesting information from third parties. This ensures a transparent process and confirms that the candidate or employee has been informed about the checks being conducted. Refusal is a candidate’s right but may signal potential integrity concerns and justify not hiring. Some official documents such as residence confirmations, criminal record extracts or debt register extracts, can only be obtained with a signed authorisation form.
Aequivalent conducts background checks worldwide, covering candidates in Switzerland and internationally. The company verifies information with previous employers, educational institutions, authorities and other official sources depending on the country, the candidate’s professional or academic history and the requested checks.
The organisation registers with Aequivalent and selects individual checks or full pre-employment or in-employment verification programmes based on its requirements. The candidate receives a secure invitation from Aequivalent, creates and confirms their profile, signs an authorisation and submits the required information online. Aequivalent then collects and verifies the relevant information before delivering a structured verification report through the platform or directly via the client’s HR system integration. For added transparency, the results may also be shared with the candidate.
A background check typically takes between 2 and 15 business days, depending on the type of verification, the countries involved and the responsiveness of third parties. Aequivalent’s secure digital platform provides real-time tracking of the verification status, available 24/7. In many cases, preliminary results are available within hours, while the final report is completed progressively as information is collected and verified. All verification data and documents remain accessible on the platform during the process and for 90 days after completion.
Aequivalent applies strict security and data protection measures. Data is encrypted, stored in Switzerland and processed through secure systems. Aequivalent is ISO 27001 certified, follows Swiss data protection law and applies GDPR requirements where relevant. Personal data is deleted no later than 90 days after the report is issued.
The final report includes a color-coded status assessment (green, yellow, red) for each verification item, providing compliance levels and any identified discrepancies. Where online profile screening is included, the report specifies the public websites and social networks reviewed and summarises Aequivalent’s findings. Reports are available through the secure Aequivalent platform and can be reviewed, downloaded or integrated into the client’s HR system.
Aequivalent deletes personal data and documents no later than 90 days after the verification report is issued. Anonymised information may be retained for statistics or optimisation purposes, without identifying the candidate or employee.
Background checks help organisations improve recruitment quality, reduce costly hiring risks, protect their reputation, strengthen compliance and support better HR decisions. Aequivalent also helps digitalise the screening process, save time for HR teams and provide reliable information through a secure and standardised platform.
A background check is usually conducted before an employment contract is signed. Some organisations in Switzerland and across Europe also perform periodic in-employment verifications, for example after 2 to 3 years of employment or before a move into a role with higher responsibility, access to sensitive information or increased risk exposure.
Yes. Aequivalent can integrate background checks with HR systems such as Workday, SAP SuccessFactors, Abacus, Lucca, PeopleWeek and Adequasys. Integrations allow HR teams to initiate, track and manage verification processes directly from their HRIS, using native integrations or customised API connections.
Aequivalent offers self-service checks, standard verification programmes and custom background screening solutions. Self-service options are suited to quick or occasional checks, standard programmes support recurring SME needs and custom programmes are designed for larger organisations, regulated sectors and complex compliance requirements.
The right screening package depends on the risk profile of the position. Factors such as seniority, access to sensitive data, financial responsibilities, regulatory obligations and customer exposure should be considered when defining screening requirements. Aequivalent offers several predefined screening programmes designed for different employee categories, from standard hires to senior executives and regulated roles. We are also happy to support you in defining risk profiles and selecting the most suitable screening packages based on your organisation’s needs, drawing on our experience with hundreds of clients across industries.
Aequivalent supports organisations across all sectors, including banking, insurance, healthcare, transport, education, IT, pharma, luxury, energy, aviation, NGOs, defense, public administration and other regulated or sensitive environments where trust, compliance and integrity are essential.
The cost of a background check in Switzerland depends on the type of verification, the number of checks, the geographical scope and the expected screening volume. Aequivalent offers solutions ranging from simple identity checks at CHF 10.- to full executive screening programmes at CHF 975.-. Organisations can request personalised advice based on their recruitment, compliance and risk management requirements, with no obligation.
A reference check focuses mainly on feedback from previous employers or professional contacts. While a background check is broader and verifies factual information such as identity, education, diplomas, employment history, official documents, financial integrity or conflicts of interest, depending on the role and the verification programme.
Aequivalent offers more than just a screening platform. We manage the entire verification process on your behalf, supporting candidates and employees from the initial invitation through to the final report. Each candidate is assigned a dedicated File Manager, while your team benefits from real-time visibility into all ongoing screenings via the Aequivalent platform. Automatic notifications keep you informed when verifications are completed or when critical findings require attention, eliminating the need for manual follow-ups. By combining technology, expert support, and a candidate-centric approach, Aequivalent delivers an efficient, compliant and seamless background screening experience for both employers and candidates.
Aequivalent ensures confidentiality through secure digital processes, encrypted data handling, restricted access, Swiss data storage and ISO 27001-certified information security standards. Information is shared with third parties only when necessary to complete the requested verification.
Verification data is stored exclusively in Switzerland and processed in accordance with Swiss and European data protection requirements. Aequivalent limits third-party sharing only to what is necessary for the verification. All personal data is deleted no later than 90 days after the verification report is completed.
