GDPR Background Check Authorization Form

GDPR-Compliant Background Check Authorization for Recruitment

When hiring across the EU, conducting background checks requires explicit, informed consent under GDPR. This GDPR Background Check Authorization Form gives recruiters, HR teams and hiring managers a compliant, transparent way to obtain candidate consent before processing sensitive personal data.

Why this template matters for EU recruitment

Under GDPR Article 6 and Article 9, employers must provide clear information about what data will be collected, why it's needed, where it comes from, how long it will be kept, and what rights candidates have. This template handles all of that in one professional form, ensuring you meet lawful basis requirements for processing and demonstrate accountability.

Perfect for recruitment agencies, HR departments, staffing firms and any organisation hiring employees or contractors in the EU, this form provides:

• Explicit consent capture with clear opt-in checkboxes for different types of checks
• Full transparency about data sources, third-party processors and retention periods
• Candidate rights information including access, rectification, erasure and withdrawal of consent
• Audit-ready documentation that proves compliance if ever challenged by a supervisory authority

How Paperform simplifies GDPR compliance

With Paperform, you can embed this authorization form directly into your recruitment workflow—on your careers page, in candidate portals, or sent via link during the hiring process. Conditional logic shows candidates only the consent fields relevant to the checks you're running, and all submissions are securely stored with timestamp proof of consent.

Connect this form to your HR platform or ATS via Stepper (stepper.io) to automatically log consent status, trigger background check requests to third-party providers, and set reminders for data deletion once retention periods expire. You can also use Papersign (papersign.com) to send a formal authorization agreement for eSignature after the candidate completes the form, creating a legally binding record that satisfies both GDPR and local employment law.

Because Paperform is SOC 2 Type II certified and offers data residency controls, your candidate data stays secure and can be stored within the EU to meet GDPR's territorial requirements. Whether you're a growing startup or an established enterprise, this template gives you the compliance foundation you need without the complexity of building it from scratch.