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Background checks on potential commercial tenants

Region: Ontario Answer # 453

Why are background checks done?

A private investigator is usually hired to conduct a background check when someone has an interest in, or a concern about the character, integrity, credibility, or financial stability of someone else.

A background check could be conducted for or by an:

  • Individual
  • Business
  • Organization

When are background checks done?

Background checks are done for a number of reasons. Three of the most common are for employment, child custody disputes and to screen a potential new tenant.

What information can a background check uncover?

There are many different types of information that a private investigator can confirm in a background check, including:

  • address verification
  • identity verification
  • routines and places frequented
  • bankruptcies
  • employment history
  • education history
  • credit history
  • criminal convictions
  • property ownership
  • military background
  • tax liens
  • vehicle ownership and driving record
  • professional licenses
  • domain name ownership
  • lawsuits and judgments

How does an investigator conduct a background check?

An investigator may use a number of different methods to gather information in a background check. Information could be found from:

  • arrest records
  • criminal record checks
  • driver abstracts (history of driving record)
  • employment history
  • college/university records
  • property searches
  • credit searches
  • Internet and public record searches (marriage, divorce, birth and death records)
  • video surveillance
  • audio surveillance
  • photographs
  • personal observations
  • references
  • social media
  • newspapers
  • interviews

What information does an investigator need to conduct a background check?

Investigators will require different types of information in order to conduct a background check, depending on why it is being done and how much information is available. Information that would help an investigator conduct a thorough background check includes:

  • first and last name (or name of company)
  • last known address (residential or business)
  • last known phone number, email
  • date of birth or approximate age
  • a Social Insurance Number
  • last know employment

Is consent required to conduct a background check?

There are many public sources of information that do not require consent, such as the Internet, public libraries, driver abstracts and land registry databases. For other types of information, such as police records checks, credit checks, and personal information, such as health care records held by government offices, the individual’s consent is usually required.

Investigators must always ensure that they act within all municipal, provincial and federal laws and perform in a manner that does not infringe on someone’s privacy.

Criminal record verification

Checking police records to verify if someone has a criminal record may be required in many situations. For example, criminal records checks are often required by employers, licensing boards and educational programs. In fact, many provincial and federal laws mandate that a person have clear police records check before being admitted to various certification programs or granted licenses, such as a liquor licence, or being approved for employment, such as in nursing. If the employment or volunteer position involves working with vulnerable people, such as children, a special check called a police vulnerable sector check is required. In order for a third party to conduct a police records check on someone else, you must first obtain the written consent from the individual in question.

Driver’s record checks

Anyone in Ontario can access an individual’s driver’s record, called an abstract, which provides driver and licence details along with any criminal driving convictions. To obtain a driver abstract, the information required is the individual’s name, address and driver’s licence number.

Credit checks

Under the Ontario Consumer Reporting Act, an employer can perform a credit check on an employee or prospective employee, but only if the information is to be used for employment purposes. Furthermore, employers are required to provide written notice to prospective employees that they will be conducting a credit check.

If someone wishes to have a background check done on an individual they are considering doing business with, it is not unusual for that individual to expect that a credit check will be conducted, however, they must first provide written permission. Similarly, landlords often request permission to run a credit check on prospective tenants as part of the rental application.

Accessing government records and privacy laws

Under both the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), consent is generally required for the collection, use and disclosure of personal information. PIPEDA applies to personal information collected by federal private organizations conducting commercial activities. FIPPA governs records held by the provincial government, designated agencies, colleges, and universities.

An individual’s right to privacy is also protected under Canada’s Canadian Charter of Rights and Freedoms. Under the Charter, “everyone has the right to be secure against unreasonable search or seizure”, on the basis that it violates an individual’s expectation of privacy.

For more information on what laws an investigator must follow while conducting any investigation, go to 1001 Rules and regulations for private investigators.


Help for Tenants

A criminal record will affect your ability to be approved for a commercial lease. To erase your criminal record, learn more at Pardon Partners. It’s easier than you think.

If you are having financial problems, it may be difficult to rent an apartment or condominium. You can get help to clear your debt and repair your credit. For easy-to-understand debt solutions on your terms, contact our preferred experts 4Pillars and rebuild your financial future. With 60 locations across Canada, they will help you design a debt repayment plan and guide you with compassionate advice. No judgment. For help, visit 4Pillars or call toll-free 1-844-888-0442 .

If you are a Tenant, you can add your monthly rent payment to your credit report using FrontLobby. This can:

  • Contribute to improving your credit score (Renters have reported 33pts to 84pts jumps)
  • Help establish a positive credit history with a new rent tradeline
  • Improve your access to credit related rewards (better bank loans, credit cards, mortgage rates)

Help for Landlords & Property Managers

For legal advice and assistance with a commercial tenancy and applications to the Landlord and Tenant Board, contact our preferred Landlord and Tenant experts Nicola (Nick) Giannantonio Legal Services .

If you are a Landlord or Property Manager, you can report rent payments to Credit Bureaus and screen Tenants using FrontLobby. This can:

  • Attract financially responsible applicants interested in building credit with their rent
  • Decrease rent delinquencies (Landlords have reported 92% reductions) and recover unpaid rent
  • Reduce Tenant turnover and improve monthly cash flow

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NG Legal Services Landlord and Tenant ONNG Legal Services Landlord and Tenant ON

4Pillars Landlord & Tenant Ontario All Topics May 20184Pillars Landlord & Tenant Ontario All Topics May 2018

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