The Language Used for Background Checks in Japan

In Japan, background checks are commonly conducted in Japanese. However, with the globalization of workplaces and the increasing number of multinational corporations, many background checks are also done in English to accommodate international applicants and employers. International background checks are also becoming more prevalent due to the expanding Japanese business network and the growing need for company credit reporting agencies to conduct background checks.

Types of Background Checks in Japan

Background checks in Japan are not a one-size-fits-all process. There's a range of check types, each offering a unique lens into an applicant's background and suitability for a role. Here are some commonly conducted background checks in Japan:

Identity Verification

This basic, yet vital, check confirms an applicant's identity by verifying details such as their full name, date of birth, and nationality. Such verification lays the groundwork for further, more in-depth checks such as criminal background checks.

Criminal Records Check

This check delves into whether an individual has any recorded criminal history. In Japan, the National Police Agency maintains these records. A clean criminal record is often a crucial factor in hiring decisions, especially for roles that demand high integrity.

Employment History Verification

This check is an essential part of the hiring process. It involves confirming an individual's past employment details, including job titles, dates of employment, reasons for leaving previous jobs, and any notable achievements or issues. It helps employers assess an applicant's professional track record and reliability.

Educational Credentials Verification

In jobs where specific educational qualifications are necessary, this check becomes indispensable. It verifies if an applicant indeed possesses the claimed academic degrees and qualifications from the specified institutions, by cross-checking with educational records.

Credit History Check

Not commonly conducted for every role, this check is often performed when hiring for positions that involve significant financial responsibilities or access to sensitive financial information. It gives insights into an applicant's financial trustworthiness.

Reference Checks

Checking references provided by the applicant is a crucial step in the employment background check process. It can provide valuable insights into their work ethic, strengths, weaknesses, and interpersonal skills. It often involves contacting previous employers or coworkers to get a fuller picture of the candidate. Similarly, checking the company registry records database and supreme court records can further enhance the information obtained about the candidate.

Each type of background check serves a specific purpose and, together, they create a comprehensive profile of a potential employee, helping employers make well-informed hiring decisions.

Information Essential for a Background Check in Japan

When initiating a background check in Japan, the following details are considered indispensable. These data points aid in painting an accurate picture of the applicant's past and verifying the claims made during the application process:

Full Name

The complete legal name of the individual, which includes the first, middle (if applicable), and last names. This is used to authenticate the individual's identity and serves as a foundational element for the entire check.

Date of Birth

This helps further confirm the individual's identity and aids in differentiating between persons with similar names. It also helps verify age-related eligibility for certain job positions.

Place of Birth

This detail, while not always used, can sometimes help locate records, especially if they are distributed across multiple jurisdictions.

Nationality

This gives an insight into the individual's citizenship status, which could be a factor in eligibility for certain roles, especially those requiring security clearances or specific residency status.

Recent Photograph

A recent photograph helps to confirm the identity of the individual, ensuring the information obtained is for the correct person.

Education History

Detailed records of educational history, including institutions attended, degrees earned, and dates of study help verify the applicant's qualifications.

Employment History

Information about past employers, job titles, roles, responsibilities, dates of employment, and reasons for leaving are important for confirming an applicant's work experience and professional trajectory.

Copies of Identification Documents

Providing copies of official identification documents like a passport, driver’s license, or resident card reinforces the identity verification process. It can also provide additional information, like residential address, that can be used for further checks.

Processes Involved in Conducting Background Checks in Japan

The process of conducting background checks in Japan involves several nuanced steps. Here's a more detailed look:

Seek Consent

Before initiating any form of background check, it's vital to obtain the candidate's written consent. This not only aligns with ethical hiring practices but also adheres to Japan's Act on the Protection of Personal Information. The candidate should be fully aware of the nature and extent of the check and have the opportunity to decline.

Collection of Required Data

Once the candidate's consent is secured, the employer, or a third-party agency acting on behalf of the employer, collects the necessary personal information. This information typically includes the candidate's full name, date of birth, place of birth, nationality, education history, and employment history. Identification documents such as a passport, driver’s license, or resident card may also be requested.

Verification and Check

Using the provided data, the background check is conducted. This could range from identity verification and criminal record checks to verification of employment history and educational credentials. Depending on the scope, this process can involve reaching out to previous employers, educational institutions, or legal authorities like Japan's National Police Agency. In some cases, particularly for roles with financial responsibilities, a credit history check might be undertaken.

Analysis and Interpretation

The information collected from the background check is systematically analyzed and interpreted. It's important to understand the context of any potential red flags and not to make snap judgments. For instance, a gap in employment history may simply be due to personal reasons or further studies.

Decision-Making

The final step involves using the information gleaned from the background check to make an informed hiring decision. It's crucial to ensure this decision is fair, unbiased, and in compliance with Japan's labor laws to avoid potential legal consequences.

Privacy and Data Protection

Once the check is complete, it's important to handle the candidate's personal information with utmost care. The data should be stored securely and only be accessible to those involved in the hiring process. After a certain period, or if the candidate is not selected, the data should be safely destroyed to maintain privacy.

The Legality of Background Checks in Japan

Yes, background checks are legal in Japan. However, they must be performed following the Personal Information Protection Act. Employers must respect privacy rights and only collect relevant information.

Illegal Types of Background Checks in Japan

Certain types of background checks are considered illegal in Japan. For example, delving into someone's medical history without explicit consent or a clear business necessity may be seen as a violation of privacy rights. Similarly, any discrimination based on the results of a background check, such as refusing employment based on age, nationality, or marital status, is against Japan's Labor Standards Act.

Planning to hire in Japan? Here's how Skuad can help

Employee background checks in Japan are a crucial component of an effective hiring process, especially in the realm of remote tech work. Understanding their purpose, legal implications, and procedures helps maintain transparency and builds trust in your team.

You can avail background check services on Skuad by making us your EOR partner.

By partnering with Skuad as your Employer of Record (EOR), the complexities of hiring, onboarding, and managing your distributed team are simplified. Additionally, Skuad's expertise extends to background checks and screening support, ensuring a seamless, compliant hiring experience in Japan. Ultimately, a well-considered approach to background checks can pave the way for a diverse, skilled, and trusted workforce.

FAQs

How do I get a criminal background check in Japan?

To get a criminal background check in Japan, you need to apply at your local prefectural police department. The application requires certain documents including your photo ID, proof of residence, and the reason for your request. Note that Japan only releases criminal record information to individuals who have a valid and justifiable reason for obtaining it.

How long does a background check take in Japan?

The length of time it takes to complete a background check in Japan varies depending on the specific circumstances, including the depth of the check and the bureaucracy involved. Generally, it could take anywhere from a few weeks to a couple of months. However, the timeline may vary significantly based on your individual situation, so it is recommended to check with the local police department for the most accurate estimate.