Source: https://calaborlaw.com/background-checks-what-are-my-rights/
Timestamp: 2019-04-21 12:08:12+00:00

Document:
If you’re applying for a job, or want to keep one, you’re going to have to accept that background checks are becoming a part of work life. An estimated 50% of resumes submitted by job applicants contain false or inaccurate information. Bad employees who slip through the hiring process can also create significant legal liability for their employers in the form of lawsuits for negligent hiring, negligent retention, or vicarious liability for employee misconduct. Employers are increasingly finding that their best defense is to conduct thorough background checks into job applicants and existing employees to weed out the potential troublemakers.
What Can Employers Find Out about Me?
Answer: A lot. Different employers will investigate different things. Some will be more thorough than others. Some will hire an outside investigation firm. Some will do it themselves. Following are the kinds of information about you that employers or their agents might investigate here in California.
Credit Reports. Negative credit information will appear on credit reports for 7 years. For bankruptcies, it is 10 years. Although bankruptcies are public record, employers are NOT permitted to discriminate against you based on them. Credit reports are available from Experian (888) 397-3742, Equifax (800) 685-1111, and TransUnion (877) 322-8228.
Criminal / Arrest Records. Employers can consider criminal convictions only if it’s relevant to the job. Employers in California can review job applicant arrest records ONLY if (i) the arrest(s) resulted in a conviction, or (ii) if the applicant is out of jail but pending trial. Otherwise, arrest records are off-limits. Felonies, misdemeanors and arrests are reportable for 7 years. [Cal. Civil Code §1785.13]. Employers in California can NOT inquire about marijuana convictions that are more than 2 years old. Juvenile criminal records are also off-limits to employers.
Worker Compensation Records. Employers may only use this information if an injury might interfere with the applicant’s ability to perform specific job functions. In California, employers can access these records ONLY AFTER making the job applicant an offer, and they can NOT then rescind the offer based on them [Cal. Labor Code 132a]. However, worker compensation records also show prior employers where applicants had filed prior worker compensation claims. If the applicant failed to disclose any of these prior employers during the application process, this can be grounds for termination. Employers can access worker compensation records by submitting a “Request for Public Records” with the California Workers’ Compensation Appeals Board (WCAB) and confirming that they need the information for legitimate reasons.
References. Employers can speak to references, including past employers, friends, neighbors or associates, about your character, general reputation, personal characteristics, or mode of living. [Cal. Civil Code § 1786(B)(iii)]. California code refers to this as an “investigative consumer report” and imposes special requirements on employers who conduct these. If a former employer makes a false derogatory statement about you, you may have a legal claim against them. Generally speaking, California law protects former employers from liability for defamation if they comment on a job applicant’s job performance or qualifications. However, if they act with “malice, this protection won’t apply. [Cal. Civil Code § 47(c)]. California law also prohibits employers from intentionally interfering with former employees’ attempts to find jobs by giving out false or misleading references. [Cal. Labor Code § 1050]. Most employers don’t want to run the risk of getting sued and are willing only to confirm a job applicants’ dates of employment and position with them.
Medical History. The federal Health Information Portability and Accountability Act (HIPAA) as well as the California Confidentiality of Medical Information Act (CCMIA) both impose strict requirements for preserving the confidentiality of your medical information. In addition, California’s disability discrimination laws [Cal. Government Code § 12940 et seq.] (as well as their federal counterparts, the Americans with Disabilities Act and Title VII of the Civil Rights Act of 1964) prohibit employers from inquiring about your medical condition or mental or physical disabilities. Employers can ONLY inquire about your ability to perform specific job functions and that’s it. Insurance-related medical history information is available from MIB Group (866) 692-6901.
Education Records. Employers can obtain certifications of years of attendance from the educational institutions which applicants list on their resumes by directly contacting them. School records are otherwise confidential and employers can NOT access them without the student’s consent.
Checkwriting History. Available from ChexSystems (800) 428-9623; Shared Check Authorization Network (800) 262-7771 Fax: (800) 358-4506; TeleCheck (800) 735-3362.
DMV Driving/Vehicle Registration Records. Employers can obtain your driving and vehicle registration records without your consent. They are available at the California DMV (800) 777-0133.
Insurance Claims Reports. Available from ISO (800) 888-4476.
Immigration Records. Available by filing Form I-9 with the Bureau of Citizenship and Immigration Services (formerly INS) (800) 375-5283.
Military Records. Employers can obtain your name, rank, salary, assignments and awards without your consent.
NOTE: the time limitations on adverse items contained in the above do not apply if you are applying for a job that pays $75,000 or more a year. [15 U.S.C. §§ 1681 et seq.]. Also note, the foregoing is very state-specific. We’ve focused on California only.
In the Information Age, employers can get their hands on a LOT of personal information about you the employee or job applicant. But that doesn’t mean you don’t have rights. Federal and state laws exist to protect your privacy from overly-inquisitive employers.
In 1970, the federal government enacted the Fair Credit Reporting Act (15 U.S.C. §§1681 et seq.) to protect the privacy of consumer information and ensure consumer report accuracy. The FCRA was amended by the Fair and Accurate Credit Transaction Act of 2003 (FACTA) to also address identity theft and medical information privacy.
Most people think of the FCRA as regulating the credit reports you use to apply for credit cards, home mortgages and car leases. But the FCRA does much more. For instance, it also regulates employer background checks on employees.
In particular, the FCRA requires employers to notify you in separate, formal, prior written document that they may conduct a background check on you. If the employer intends to use an outside investigation agency, then the employer must also get your prior written authorization.
– AFTER taking the action against you, the employer must give you an “adverse action notice” consisting of oral, written or electronic notice of the employer’s decision and the fact that it was based on what the background check revealed, contact information for the outside investigation agency used by the employer, a statement that the outside investigation agency was not responsible for the employer’s decision and can’t give specific reasons for it, notice of your right to dispute the accuracy or completeness of the reports on you, and notice of your right to receive additional copies of reports on you from the outside investigation agency within 60 days of your request.
The employer is not required to give you a “pre-adverse action disclosure” or “adverse action notice” if the employer did not use an outside investigation agency but instead conducted the investigation itself.
The Federal Trade Commission (FTC) is responsible for enforcing the FCRA. The FCRA applies in all 50 states.
California state law takes the minimum employee privacy protections contained in FCRA and builds on them to make them even tougher through the California Information Privacy Act (Cal. Civil Code §§ 1785 et seq.) (CIPA).
Like FCRA, CIPA imposes tougher requirements on employers who retain an outside investigation agency to conduct the background check, versus employers who do it themselves.
If the employer is doing the investigation itself, CIPA requires the employer to give you a checkbox to receive a copy of background reports about you. The checkbox can be contained either in the job application form or in the written notice of the background investigation required by FCRA. If you check the box, a copy of the reports about you must be sent to you within 3 business days after the employer receives them.
If the employer is using an outside investigation agency, however, CIPA requires the employer to first give you a “clear and conspicuous” notice in writing of the “nature and scope” of the background check [Cal. Civil Code § 1786.16(2)(B)(v)]. This enhanced notice isn’t necessary if the employer is doing the background check itself.
If the employer decides to use an outside investigation agency to interview references about you, the employer must also (i) state the purpose of the investigation, (ii) give you contact information for the investigation agency, (ii) give you a summary of your rights to see and copy any reports about you, and (iv) provide you a checkbox which you can check if you want to receive a copy. If you check the box, a copy of the reports about you must be sent to you within 3 business days after the employer receives them.
An important exception: if the employer is doing the background check due to suspicion that you’ve engaged in wrongdoing or misconduct, then CIPA relieves the employer of the requirement to give you notice of and obtain your consent to the background check. [CA Civil Code § 1786.16(2)].
First, there’s nothing stopping you from doing your own background check ON YOURSELF. If you’ve been getting turned down for jobs and don’t know why, this might be a good thing to do. In many cases, there is no charge once you’ve proven you are who you say you are. And don’t forget to request copies of your personnel and payroll records from previous employers. See my previous post explaining how to do this. If you spot any errors, make sure you get them corrected right away. Among other things, it could be a sign that your identity has been stolen.
When applying for a job, or if you’ve already been turned down for a job or promotion, make sure you’ve checked the checkbox on your job application, investigation notice, or adverse action notice in order to receive a copy of the background reports about you. Once you receive the reports, review them and correct any inaccuracies you find.
If you believe an employer has failed to comply with the FCRA and/or the CIPA, talk to a lawyer right away. You may have a claim for damages, including legal costs, attorney fees and punitive damages, against the employer.
hi my name is juan and i applied for uber and they denied work because they went pass 7 years of background check if califofnia ask for 7 my convictions are 8 years old and they also found one 13 years ago what can i do. they found two 8 years ago and one 13 years ago. do i have any rights. can i fight it.
Hey there Juan. I had a felony from 10 years ago on my record and it took almost 3 months if I recall correctly, just to approve me. They finally let me drive for the company. I called the employee labor department and asked them about my background report because I was under the impression that no employer could go back 7 years. I did some research and found out that when it comes to independent/ride share companies, they actually CAN check it past 7 years. It really upset me because sometimes mistakes are made. I know that when mine occurred I was young and had never been in trouble in my life. Ever. I couldn’t believe that they gave me the charges they did under those circumstances. Of course I let my employers know before hand just to avoid any awkward conversations..however it really threw me off when I found out the rules regarding background checks. Go to the FRCA web page and there you will find info. You can also call the Federal trade commission. They will give you all of the info you need to know. I am pretty upset because my background still comes up when employers run it even though it’s past 10 years. It is embarrassing and really just something that I put behind me since it was never who I was to begin with. The nature of your felony could have been what got you rejected. If you have a hard time with any job, always remember to never give up, have faith, be honest, and always try. There are also job sites that offer 1000s of companies who hire past felons. Hope this helps.
No criminal record, No bankruptcies, No Dui’s or Tickets addresses, education and character all true to story. Super low credit score with school loans and a few 2-3 collection accounts. I need to get this Alarm company job pretty popular national company. They do an ADP “Investigative consumer report” I’m shitting my trousers. This is a technician position and they provide a company car and maybe a company pay card. No finances will be handled on my part though. Would I appear as a liability to them?
Can an employer require a prospective employee to pay for their own fingerprinting and Live Scan (background check) as a condition of employment?
No they must pay for it.
Oct, 28th 2017. A job offer I was suppose to start the very next day, was rescinded do to a forgery charge I was sent to Prison for. I was sentenced, and this is all in California, on Oct. 29th 2008. Seriously. It was 9 years prior almost to the date. The base pay was $17 an hour. It almost came with bonuses plus commission. But obviously, $17 a hour isn’t over $75 yearly. I was told that it would be 5 grand a month total. Still under 75k. It’s 60k. So I would then have a case? I got a 75 page report back. Most of my record has been dismissed. But the charges still showed up. I did complete drug court. Haven’t have new charges since 2012.
How do you have a case if you had a new case @ 2012? That’s not 7 years.
Im currently employed at a company based out of Cali, I, however work in Texas. Well, I applied for a higher position and its the same background for the position im in and the one i was applying for, my boss was even trying to help me get the position. So, i find out that because i had a 4 yr old misdemeanor for possesion of marijuana i cant get the position, can they use that against me? I was under the assumption that misdemeanors couldnt be held against you.
I have a question unrelated to a background check. I applied for a job which is approximately 29 miles from my residence. I was required to take two written tests. I passed both tests, one of which I was told I was the highest score. I was then called in for an interview and then went back for a second interview with two managers. It was during this 2nd interview that one of the managers commented that my resume “did not show anything close” referring to the distance. He chuckled when he made this comment thus I chuckled in response. The next day by 9am I get an email saying that while the position has not been filled, I was not selected. So after passing both tests and going in for two interviews, I was not selected because one manager felt I live too far. I feel this was unfair because the job description never mentioned that the applicant had to live within a specified radius of the company. Which agency in Southern California (Orange County area) do I contact to submit a complaint about this company?
I received a letter from a Police Department of being DQ’d for not meeting the minimum standards of the background investigation of this department. There is no reason on it, aside from what is stated, and when I called the investigator, he won’t tell me anything, keeps saying its confidential. Ive passed other police department investigations, federal background investigations, never done drugs, no criminal background, 7 years military LE, current federal LE. I am the perfect candidate, but yet somehow I don’t qualify for this department who is actually hurting for 10+ bodies on patrol? Also, after 9 weeks since I signed the release of information so he can talk to people, no one I know has been contacted, none of my jobs have been contacted, so it implies my investigation never even took place, but yet I DQ’d?
You should have asked for a copy of the report at the time of Authorization for them to run it. They must provide you with a copy if you request it or if it has information that would lead them to now hire you. its under the laws in the EEOC. You should contact the FTC.
can an employer demand an MVR and treaten retaliation if i do not consend?
I applied for a job for humanitarian and human rights activists, I had my interview it went very well, then Laura who was interviewing me offered me a job saying that she would like for me to proceed with the organization that I fit perfectly, but when the question came, background check any criminal record, I mentioned to her that I had a misdemeanor, I wrote down explaining my case, she gave me few papers to take home and said I’ll call you if I need any more information, one month I haven’t heard from them imagine human rights organizations!! Was there discrimination if she offered me a job the after I mentioned my misdemeanor never heard again..
The employer did the backgrounds themselves, however, I did not check the box to receive all the reports. Do I have a right to them after the fact?
My employer never ran a background check on me, though they said they were going to. After a year of employment, they stated that they were doing an audit on their background checks for employees and are now requesting to do one on me. Is this legal?
Can a CA employer initiate a background check prior to a contingent offer?
Hello, I just accepted a new Job, I live in Southern California and the company is based in NYC. It pays 100K, because of that pay scale will the back ground check show my misdemeanor conviction 20 years ago?
They are only allowed to go back 7 years, however some states allow 10 years.
the job I accepted is paying over $75,000.00 and when I was in my early 20’s I pleaded guilty to a misdemeanor, with was a little over 20 years ago. will that come up?
If a potential employer does a workers comp search, how far back can they look? mine was almost 10 years ago, and rather than continue to receive benefits after 3 months, I just resigned. Will that appear negative to a new employer in the same industry?
Can a prospective employer ask for past W2’s and tax information as condition of employment?
I have an interveiw tomorrow and have been asked to fill out a form for a credit report. My issue is how can they ask me to fill out this form when it clearly asks for my date of birth. Then they will know my age and it’s it against the law for them to ask ones age? They are getting around it by asking for a credit report then? I’m in my late 40s and think they may use this against me since they can hire someone else much younger for probably cheaper. Is there no way out besides providing them with my own credit report?
Sadly you have no rights.
If you have a back ground check and say you have a bankruptcy. They can just not hire you and say that had nothing to do with it. Even though it was the only reason you went from them saying your our top choice so far we will let you know this week to never hearing from again.
This is just wishfull thinking. Buisness will even fire you over your credit score if they feel like it. Rich people know the fastest way to stay rich is to surround yourself with others that have money. Uninforcible law is the same as no laws at all. You have rights on paper, but that is it.
The same can be said on almost any aspect of a back ground check. If they can get their hands on it consider it used in any way they see fit. The burden of proof is on you if you try to fight it and you are in a system that makes sure you have no proof.
Law Guy, Thank you. Please let me know if there’s a topic you’d like me to address here.
if i commited petty theft will i not be able to work in the medical field?
Great info! Most people dont know how to do there own background check to see if there are inaccuracies.
Also can california stop hurting workers benifits for people with serious accidents and treat them mor like human beings!

References: §1785
 § 1786
 § 47
 § 1050
 § 12940
 § 1786
 § 1786