Background Checks Agreed With You, Run With Consent
Background verification is the checking of information a candidate or employee has given against independent sources. We agree the checks for each role with you, obtain the person's consent first, arrange the checks, track every case and report the findings in an agreed format. Data is handled under agreed terms, and the decision on any finding stays with you.
Background Verification Services in brief
Background verification is the checking of information a candidate or employee has given, such as identity, address, education, employment history and references, against independent sources. GullyHR provides it as a service for pre-employment and ongoing checks. The checks are agreed with you, consent is obtained from the person being checked, and decisions on the findings remain yours.
- GullyHR is an HR consulting, HR services, training and software company based in Bengaluru, working with Indian startups and small and medium businesses.
- GullyHR provides background verification for pre-employment and ongoing checks, alongside talent acquisition, IT and specialised recruitment, executive search, contract staffing, recruitment process outsourcing, payroll outsourcing, outsourced HR management and compliance support.
- Checks can include identity, address, education, employment history and references, and other checks where lawful and agreed for the role.
- Consent is obtained from the person being checked, and their data is handled under agreed terms reviewed by qualified professionals.
- Findings are reported in an agreed format. Discrepancies are shared with you, and the decision on what to do about them stays with you.
The starting point
Are Your Hires Checked the Same Way Every Time?
Most small businesses check new hires when someone remembers to, in whatever way that person knows. The result is uneven: one hire is checked thoroughly, the next not at all, and documents and findings end up spread across inboxes.
We agree the checks with you, obtain consent first, track every case and report the findings, and you keep the decision.
You may be experiencing:
- Offers made on the strength of a CV and an interview alone.
- References taken by a quick call to a number the candidate supplied.
- Checks started after joining, when a mismatch is awkward to act on.
- Different managers checking different things for the same role.
- Identity and address documents kept in email and shared folders.
- Consent collected in a hurry, in wording nobody has reviewed.
- A mismatch in a check, and no one sure who decides what happens next.
- Cases waiting on a previous employer or institution with no one following up.
- People in sensitive roles who were never checked, or not for years.
- Clients or partners asking whether staff on their work have been checked.
What we can help with
Our Background Verification Services
Check Packages by Role
A set of checks for each role or group of roles, agreed with you, so everyone in the same role is checked to the same standard.
Consent and Candidate Information
A consent form and information note telling the person what will be checked and why, agreed with you and reviewed by qualified professionals, completed before any check begins.
Identity and Address Checks
Confirmation that the person is who they say they are and lives where they say they do, using the documents and methods agreed for the engagement.
Education Checks
Confirmation of declared qualifications with the issuing institution or through another agreed route, so a certificate copy is not the only evidence.
Employment History Checks
Confirmation of declared employers, roles and periods, and other agreed details, with the previous employers themselves.
Reference Checks
References taken with the agreed referees, using the same questions for every candidate in the role, and recorded so they can be compared.
Other Checks Where Lawful and Agreed
Further checks, for instance on court or criminal records, considered for a role only where lawful and agreed, and confirmed in writing before they start.
Case Tracking and Reporting
Status tracking for every case, flags on cases waiting for information, and a report for each person in an agreed format, with any discrepancy set out plainly.
The scope
What the Service Can Cover
These are the parts of background verification we can support. Each engagement takes the parts that apply to your roles, and the scope is agreed with you in writing.
Check Package Design
Which checks apply to which roles, based on what each role involves and what you decide it needs.
Consent
The consent form and the information given to the person, agreed with you, reviewed by qualified professionals and completed before any check.
Identity
Confirmation of the person's identity using the documents and methods agreed for the engagement.
Address
Confirmation of current and, where agreed, previous addresses.
Education
Confirmation of declared qualifications with the issuing institution or through another agreed route.
Employment History
Confirmation of declared employers, roles, periods and other agreed details with the previous employers.
References
Structured reference checks with agreed referees, recorded consistently for comparison.
Other Checks
Further checks considered only where lawful and agreed for the role, and confirmed in writing first.
Case Tracking
The status of every person and every check, with waiting cases flagged to you.
Discrepancy Handling
A record of each difference between what was declared and what was found, and, where agreed, the person's explanation.
Reporting
A report for each person in the agreed format, and a periodic summary where agreed.
Hiring Process Integration
The point where checks run in your hiring process, and how results reach the offer and onboarding steps.
Working together
Ways to Work With Us
Pre-Employment Checks
Checks for each new hire against the package agreed for the role, at the point in your hiring process you choose.
Checks for a Hiring Drive
Checks for a group of hires joining together, for a new site, team or shift, planned and tracked as one set.
Ongoing or Periodic Checks
Checks on existing employees, with their consent, when they move into a sensitive role or at intervals you set.
Alongside Our Hiring Services
Checks built into a search run through our talent acquisition, IT and specialised recruitment, executive search or recruitment process outsourcing services.
The roles covered, the check packages, the report format and the data handling terms are agreed per engagement, in writing, before the first case begins.
The deliverables
What You Receive
Depending on the scope of your engagement, deliverables can include:
- A check package for each role or group of roles, agreed with you.
- A consent form and candidate information note in wording agreed with you and reviewed by qualified professionals.
- Written data handling terms covering how information is shared, stored, accessed and removed.
- A case tracker showing the status of every person and every check.
- A verification report for each person in the agreed format.
- A record of each discrepancy, with the explanation or evidence the person provided.
- A note on the point in your hiring process where checks run, and how results reach onboarding.
- Standard messages for candidates at each stage of a case, where agreed.
- A periodic summary of open cases, delays and findings by check type, where agreed.
- A closure record showing how case records were kept, returned or removed.
Step by step
How We Work
Agree the Scope
We confirm the roles covered, the check package for each, when checks run in your hiring process, the report format and who receives it, and write it down before the first case.
Set Up Consent and Data Terms
The consent form, the information note and the data handling terms are agreed with you and reviewed by qualified professionals, and a secure route for documents is fixed.
Open Cases and Run Checks
Each person gives consent and provides what their package needs. The agreed checks are carried out against independent sources, and waiting cases are flagged to you.
Review and Report
Differences between what was declared and what was found are recorded, with the person's explanation where agreed, and you receive a report in the agreed format.
Decide and Close
You decide what to do about any finding. Case records are kept, returned or removed under the agreed terms, and we review the packages and delays with you at agreed intervals.
The difference
What Consistent Background Checks Give You
A background verification service run on agreed check packages and consent helps you:
We do not promise outcomes. We record a baseline before work starts, covering which roles are checked today, which checks are run and how long cases take, and report against it, so you can see what changed and what did not.
- Check people in the same role to the same standard, every time.
- Obtain consent before any check begins, in wording agreed with you and reviewed by qualified professionals.
- See the status of every case, with waiting cases flagged instead of forgotten.
- Receive findings in one agreed format, with discrepancies and explanations side by side.
- Make decisions on findings with the facts in front of you and a record of what was found.
- Run checks at a fixed point in hiring, so information is collected once and carried into onboarding.
- Keep identity and other documents out of inboxes and shared folders.
- Answer client or partner questions about how your staff were checked.
Find your fit
Who This Service Is For
Growing Businesses
Companies that now hire often enough to need the same checks for every hire.
Businesses With Sensitive Roles
Companies hiring people who will handle money, confidential data, customers or company property.
Businesses Hiring Through Recruiters
Companies that use recruiters or partners and want independent checks before joining.
Businesses Whose Clients Ask
Companies whose clients or partners want to know that staff placed on their work have been checked.
Employers Moving People Into Sensitive Roles
Companies that want to check existing employees, with their consent, before a move.
HR Teams
Teams that want consent, documents and findings kept in one place instead of across inboxes.
Good to know
Scope and Service Boundaries
Each engagement defines
The roles covered, the check package for each role, the point in your hiring process where checks run, the report format, who receives reports and the data handling terms.
Stays with you
- Which checks apply to which roles.
- Whether to proceed with, pause or withdraw an offer.
- Any action concerning an existing employee.
- How long you keep the reports you receive, under your own policies.
Not assumed, and covered only where agreed in writing
- Checks beyond identity, address, education, employment history and references.
- Checks on existing employees.
- Legal advice on acting on a finding.
- Investigations into suspected misconduct.
Checks depend on the person, institutions, previous employers and referees providing information. The engagement does not guarantee that every check can be completed or the time it will take.
Good to know
Timeline and How to Prepare
Timeline
The time a case takes depends on the checks in the package and on how quickly the person, institutions, previous employers and referees respond. We confirm the set-up plan after the scoping discussion, and every case is tracked from the start.
Useful inputs
- The roles you want checked and what each involves.
- The checks you run today, if any, and how.
- The point in your hiring process where you want checks to run.
- Any consent forms or candidate declarations you already use.
- Who should receive reports and who decides on findings.
- Any client or partner requirements about checks on staff.
If none of this is written down, we can start with a discussion and build the check packages with you.
Good to know
Consent and Data Handling
Consent comes first
No check begins until the person being checked has been told what will be checked and why, and has given consent. The consent form and information note are agreed with you and reviewed by qualified professionals.
Data handled under agreed terms
Background checks involve personal documents and information. Before the first case we agree in writing how documents are shared, where information is stored, who can see it, and how records are returned or removed, and these terms are reviewed by qualified professionals.
Used only for the agreed checks
Information collected for a case is used for the checks the person consented to and for the report to you, and not for anything else.
Good to know
Discrepancies and Your Decision
Facts, not conclusions
Where what was declared differs from what was found, the report sets out both side by side. Some differences are clerical, such as a date or a name spelt differently, so the report does not decide what a difference means.
A chance to explain
Where agreed, the person is told of the difference and given the chance to explain or provide further evidence before the report is closed, and their response is recorded.
Your decision
What to do about a finding is your decision. We recommend taking advice from qualified professionals before acting on a finding, particularly where it concerns an existing employee.
Good to know
Measures We Report On
Measures we agree with you
- Case time: how long cases take, by check type.
- Open cases: cases waiting, and what they are waiting for.
- Coverage: which roles and hires were checked against their package.
- Findings: discrepancies by check type, and how they were resolved.
Definitions and reporting periods are agreed at the start so results can be compared consistently.
Good to know
Frequently asked questions
Background verification is the checking of information a candidate or employee has given, such as identity, address, education, employment history and references, against independent sources. At GullyHR it is offered as a service for pre-employment and ongoing checks, scoped per engagement.
Checks can include identity, address, education, employment history and references. Other checks can be added where lawful and agreed for the role. We agree a check package for each role with you, so people in the same role are checked to the same standard.
They can be considered where lawful and agreed for a particular role. Any such check is confirmed in writing before it starts, and the consent and data handling terms for it are reviewed by qualified professionals.
We obtain consent from the person being checked before any check begins. They are told what will be checked and why, using a consent form and information note agreed with you and reviewed by qualified professionals.
That is your choice. Checks can run before the offer, between the offer and joining, or after joining, and some businesses use different points for different checks. We discuss the options with you and fix the point in writing.
It depends on the checks in the package, how quickly the person provides their details, and how quickly institutions, previous employers and referees respond. Every case is tracked, and cases that are waiting are flagged to you. We do not promise a turnaround for a case.
A report in a format agreed at the start, showing for each check what was declared, what was found, whether they match and, where they do not, the explanation or evidence the person provided.
The difference is recorded in the report. Where agreed, the person is given the chance to explain or provide further evidence first. Some differences turn out to be clerical, so the report sets out the facts without drawing a conclusion for you.
You do. We report what was declared and what was found. Whether to proceed, ask further questions or withdraw an offer is your decision, and we recommend taking advice from qualified professionals before acting on a finding.
Yes, where agreed and with the employee's consent, for instance when someone moves into a sensitive role or as a periodic check you decide to run. The check package and the consent wording are agreed with you first.
Under written data handling terms agreed with you before the first case and reviewed by qualified professionals. They cover how documents are shared, where information is stored, who can see it, and how records are returned or removed when they are no longer needed.
Pricing depends on the checks selected for each role, the number of people to be checked, the locations involved and the reporting you need. Share your requirements and we will send a tailored proposal.
Check With Consent. Report the Facts. Keep the Decision.
Give every hire the checks the role needs, with consent obtained first and findings reported in one format, and keep the decision on any finding with you.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
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