Screen staff for
identity and employment law
For HR teams that screen personnel on the two things that need to be established before the first day of work: who someone is, and whether that person is qualified to work here. In minutes, from the candidate's phone, with a file that you can demonstrate later.
500+
Linked to AFAS via checkX, Mysolution, HelloFlex, Pivoton, NoCore, Easyflex and Ubeeo. Other systems via our API or SDK.
New employee
Hiring via agency
On-site re-inspection
Three questions before the first working day answered must be
The Dutch Labour Inspectorate describes it as follows: the employer checks the authenticity and validity of employees' identity documents at the moment they enter employment (source: Dutch Labour Inspectorate, status as of September 2026).
A copy or a driver's license is not sufficient for this. A driver's license does not state nationality, so you cannot answer the third question with it.
In most HR teams, that third question hinges on someone's memory rather than the process. That is where things go wrong, not with the first two.
The check-ups come back more often than with Commencement of employment
The legal obligation lies upon hiring, and that is where most HR teams have placed it. The same question comes up four more times after that.
The same duty, different Busy
Establishing identity and employment rights applies to every employer. What differs is who comes to check, and how often.
Cleaning and facilities
The Clean Quality Mark is based on NEN 4400-1. This involves verification of identity and whether an individual is entitled to work, twice a year.
Concern
High turnover and extensive hiring via agencies and freelancers. Multiple employers in a single file, so it is not always clear who performed which checks.
Construction and installation
Errors further down the chain come back to the client. The person on the construction site is not always the person on paper.
Logistics and fulfillment
Peak volumes, rapid influx, and many employees you never see physically. Control must keep up with the pace of the operation.
Hospitality
Rotating staff, short-term contracts, and many international employees. The Labour Inspectorate conducts targeted inspections here for illegal employment.
Retail
Many part-time and first jobs. The obligation to provide identification applies from the age of 14, and it is precisely there that a valid document is more often missing.
Not every check is immediate around
A blurry photo, a chip that won't read, a residence document that doesn't cover the function. That is when a human gets involved.
One link, three steps, one file
You send the candidate a link. What happens next proceeds automatically, up to a file that you can present.
To invite
One link to the candidate.
Check
The checks run automatically.
To establish
The file is building itself.
What organizations with many employees experienced
Organizations that work with large numbers of people daily and need to have their files in order.
Identity data requires careful handling processing
Identity verification touches upon the most sensitive data processed by an HR department: document numbers, faces, residence permits. The less of this is left floating around in mailboxes and shared folders, the smaller the risk.
Two independent audits substantiate how we handle this. DataChecker is ISO 27001 certified and certified against the UK Digital Identity and Attributes Trust Framework. Both are audited by BSI.
This supports your own setup but does not take it over. As the client, you determine the purpose, basis, necessity, and retention period yourself, and you remain responsible for the duty to inform your employees.
- ISO 27001 certified organization
- Processing and storage within the EU
- Privacy by design and data minimization as a starting point
- 48-hour standard retention period at DataChecker
- Audit trail per verification, available upon request
- Fewer loose copies in mailboxes and shared folders
- Privacy by design
- EU processing
- Audit trail on request
- 48-hour retention period
Frequently asked questions about HR teams
May I keep a copy of the proof of identity in the personnel file?
Not during the inspection itself. A copy does not serve as proof of identity to determine whether someone is permitted to work for you; for that, the original document must be shown. Different rules apply to the subsequent file: if you employ someone, a copy must be included in the payroll records and a retention period of five years applies after the calendar year in which that person left employment. If you hire someone, you are specifically not allowed to keep a copy, unless the worker comes from outside the EEA or Switzerland (source: Ondernemersplein, status as of September 2026).
What is the difference between identity verification and pre-employment screening?
Identity verification establishes who a person is and whether that person is permitted to work here. Pre-employment screening is broader and looks at factors such as qualifications, work history, and references. The difference lies in the status: the former is a legal obligation with a deadline before the first working day, while the latter is a choice made by the employer for most positions.
How long does a check-up take?
A few minutes, on the candidate's own phone. The automated checks return within seconds of submission. In practice, what determines the turnaround time is not the software, but how quickly someone opens the link. If there is no automatic decision, a review by a document reviewer is added.
What should I check regarding an employee from abroad?
In addition to identity, there is also the right to work. For people with Dutch nationality and for persons from the EEA and Switzerland, the nationality stated on the identity document suffices. For others, the back of the residence document states whether and under what conditions they are allowed to work in the Netherlands. If nothing is stated there, that person may not work for you. Read more on the page about the Foreign Nationals Employment Act.
Does this work with our HR or ATS system?
There are existing connections with, among others AFAS via checkX, Mysolution, HelloFlex, Pivoton, NoCore, Easyflex and Ubeeo. Other systems connect via API or SDK, so that verification starts from the system you are already working with. An overview can be found on the page. Partners and integrations.
Which documents can be checked?
Passports, identity cards, driving licenses, and residence documents from more than 200 countries. Documents with an NFC chip are read directly from the chip, which is more reliable than reading the printed side. Please note that while a driving license is a recognized means of identification, it is not sufficient for the verification requirement, as it does not state the nationality.
Who assesses an audit that is not completed automatically?
A document reviewer of DataChecker. The assessment process is a combination of automated and manual review. If an automated decision cannot be provided, the case goes to a reviewer, placing a human in the loop. You receive the outcome back along with the supporting documentation. What you do with that outcome remains a decision for your own organization.
See it running on your own hiring process
Leave your details, and we will go through a verification together with the documents and countries that will actually visit you. Thirty minutes, online, no presentation.