1. Purpose & Scope
AdManage.ai ("Company") is committed to maintaining a compliant and professional workforce. This Background Check Policy outlines our practices for verifying employment eligibility and qualifications as part of our hiring process, ensuring all team members have the legal right to work and possess the necessary credentials for their roles.
Policy Objectives:
- Verify legal right to work in the jurisdiction
- Confirm educational qualifications and professional credentials
- Validate employment history and experience
- Ensure compliance with immigration and employment laws
- Maintain accurate employee records
2. Positions Subject to Background Checks
Background checks are required for the following positions:
🔴 High-Security Positions
- Platform Engineers & Developers
- Security Team Members
- Database Administrators
- System Administrators
- DevOps Engineers
🟠 Data Access Positions
- Ad Operations Specialists
- Customer Success Managers
- Data Analysts
- Account Managers
- Support Engineers
🟡 Financial Positions
- Finance Team Members
- Billing Specialists
- Accounting Personnel
- Payroll Administrators
- Procurement Officers
🟢 Leadership Positions
- C-Level Executives
- Vice Presidents
- Directors
- Team Leads
- Senior Managers
3. Types of Verification Checks
Standard Verification Components:
- ✓Right to Work Verification: Legal authorization to work in the country/jurisdiction
- ✓Identity Verification: Confirmation of legal name and government-issued ID
- ✓Employment Verification: Previous employment history, positions, and dates
- ✓Education Verification: Degrees, certifications, and institutions attended
- ✓Reference Checks: Professional references (minimum 2)
Additional Verifications (Position-Specific):
- •Work Visa Status: For international candidates requiring sponsorship
- •Tax Identification: Verification of tax ID numbers for payroll purposes
- •Professional Portfolio Review: For creative and technical positions
- •Skills Assessment: Technical or role-specific competency verification
4. Background Check Process
Step 1: Conditional Offer
Background checks are initiated only after a conditional offer of employment has been extended and accepted.
Step 2: Consent & Authorization
Candidates must provide written consent and complete authorization forms before any background check is conducted.
Step 3: Information Collection
Candidates provide necessary inf, previous addresses, and employment history.
Step 4: Verification Process
Right to work and credential verifications are conducted through official channels and authorized verification services.
Step 5: Review & Assessment
HR and Legal teams review results considering job relevance, severity, and time elapsed since any incidents.
Step 6: Decision & Notification
Final hiring decision is made and candidate is notified. If adverse action is taken, proper FCRA procedures are followed.
5. Evaluation Criteria
Factors Considered in Verification Review:
- •Work Authorization: Valid legal right to work in the jurisdiction
- •Qualification Match: Alignment between claimed and verified credentials
- •Experience Verification: Confirmation of relevant work experience
- •Reference Quality: Positive feedback from professional references
- •Documentation Completeness: All required documents provided and verified
- •Accuracy: Consistency between provided and verified information
⚠️ Disqualifying Factors:
- No legal right to work in the required jurisdiction
- Falsification of education or employment history
- Misrepresentation of professional qualifications
- Invalid or expired work authorization
- Failure to provide required documentation
6. Candidate Rights & Protections
Your Rights Under FCRA:
- ✓Right to receive a copy of your background check report
- ✓Right to dispute inaccurate or incomplete information
- ✓Right to know if information resulted in adverse action
- ✓Right to receive pre-adverse action notice
- ✓Right to explain or provide context for findings
Equal Opportunity Commitment:
AdManage.ai conducts background checks in compliance with all federal, state, and local laws, including:
- Fair Credit Reporting Act (FCRA)
- Equal Employment Opportunity Commission (EEOC) guidelines
- Ban the Box legislation where applicable
- State and local fair chance ordinances
7. Ongoing Verification & Compliance
Continuous Compliance Program:
To maintain compliance with employment laws and ensure continued eligibility:
- •Work Authorization Updates: Regular verification of visa status and work permits
- •License Renewals: Tracking and verification of professional license renewals
- •I-9 Reverification: Timely reverification of employment eligibility when required
- •Annual Compliance Audit: Review of all employee documentation for continued compliance
8. Data Protection & Confidentiality
Information Security Measures:
- 🔒Secure Storage: All background check information stored in encrypted, access-controlled systems
- 🔒Limited Access: Only authorized HR and Legal personnel have access to reports
- 🔒Retention Policy: Records retained for 7 years or as required by law
- 🔒Secure Disposal: Secure shredding and deletion of records after retention period
- 🔒Audit Trail: All access to background check data is logged and monitored
9. International Considerations
🌍 Global Compliance
- GDPR compliance for EU candidates
- Country-specific privacy laws
- International data transfer agreements
- Local employment law compliance
🌐 Cross-Border Checks
- International criminal checks
- Global sanctions screening
- Education verification abroad
- Work authorization verification
10. Dispute Resolution Process
If You Disagree with Background Check Results:
- Contact HR immediately upon receiving pre-adverse action notice
- Request a copy of your complete background check report
- Review the report for any inaccuracies or incomplete information
- Submit disputes directly to the background check company
- Provide documentation supporting your dispute or explanation
- Allow time for reinvestigation (typically 30 days)
- Receive updated report and final determination
11. Contractor & Vendor Screening
Background checks are also required for:
- •Contractors: With access to AdManage.ai systems or customer data
- •Consultants: Working on sensitive projects or with proprietary information
- •Vendor Personnel: With regular onsite presence or system access
- •Interns: In positions with access to confidential information
13. Policy Acknowledgment
By accepting an offer of employment or continuing employment with AdManage.ai, you acknowledge that you have read, understood, and agree to comply with this Background Check Policy. You understand that:
- Background checks are a condition of employment
- False information may result in withdrawal of offer or termination
- Ongoing screening may be required for certain positions
- All information will be handled confidentially and securely