Publication Summary¶

Title	Employee Screening Procedure
Author(s)	Alessandro Cardinali
Issued by	CEO
Version doc. Review freq.	0.9 Yearly
Date of issue	June 7, 2025
Owner	CEO/Founder
Document status	Draft – Final Draft - Final
Approval Date	n/a
Classification	Internal

Change Log

Version	Date	Author	Comments
0.1	June 7, 2025	Olaf Jacobson	First draft document

Table of Contents

Publication Summary 2

1 Introduction 4

1.1 Purpose of this document 4

1.2 Areas of the standard addressed 4

2 Employee screening procedure 5

Introduction¶

The intention of employee screening is to minimise the risk to the organization arising from accidental or deliberate malpractice in the role. The organization has a duty to perform due care and due diligence when hiring new permanent or contract employees, particularly those that will operate in positions of trust.

This screening procedure and associated checklist should be used once a recruitment decision has been made in principle, but before the final job offer has been made. It is not intended that this should be done after the employee has started work as this would be subject to a separate legal, regulatory and moral framework.

This control applies to all prospective employees of the organization, particularly those who will have access to Soon Technologies B.V. IT systems.

The following policies and procedures are relevant to this document:

HR Security Policy
Segregation of Duties Guidelines
Employee Screening Checklist
New Starter Checklist

Purpose of this document¶

This document sets out a procedure to be used when applying the appropriate level of screening to the recruitment process.

Areas of the standard addressed¶

The following areas of the ISO/IEC 27001 standard are addressed by this document:

A.6 People controls
A.6.1 Screening

Employee screening procedure¶

This procedure applies to the recruitment of all people who will be working for Soon Technologies B.V. including in permanent full-time or part-time roles, consultants and temporary contractors. For personnel provided through contracts with external third parties, it is expected that an acceptable level of screening is undertaken by the supplier and that evidence of this will be available to Soon Technologies B.V..

The recruitment process will have provided relevant job descriptions and person specifications and advertising and interviewing will have taken place in a manner appropriate to the role. The preferred candidate will have provided information both written and verbal in support of their application. The purpose of this screening procedure is to ensure that as much as possible of the information provided can be verified before employment.

In accordance with HR Security Policy, the specific screening activities that should be applied in any case will depend on a number of factors in line with the level of risk associated with the role.

The answers to the following questions must be considered:

Will the employee have access to classified information?
Will the role will have access to financial assets?
Does the role have the potential to cause significant harm to the organization?
Is there significant involvement in technology inherent in the role?
Does the role involve driving a motor vehicle?
Is the employee likely to come into contact with minors as a routine part of the role?

The table below provides initial guidance regarding the screening checks available and the criteria that may be used in deciding whether to apply them. Some checks will be applied for all candidates, and others only where there is a specific requirement (for example driving) or where the level of responsibility and associated risk is significant.

The accompanying checklist should be used to record the screening checks carried out and their results. The following screening checks are available and should be used in the circumstances stated.

SCREENING CHECK	CRITERIA FOR SELECTION	TASK TO BE COMPLETED
Personal references	In all cases	At least one satisfactory reference of the candidate’s choice
Work references	In all cases	At least one satisfactory reference from most recent previous employer
Confirm academic and professional qualifications	In all cases	All qualifications that have a bearing on the ability to perform the role or are pre-requisites should be checked to ensure they are genuine
Confirmation of identity	In all cases	Sight of original passport
Verify social security number	In all cases	Confirm name and address details with tax office
Drug and substance testing	In all cases	Identify any possible problems with addiction
CV work history verification	For roles with a salary above xxx,xxx	Contact all employers over the last 5-10 years (depending on level of role) to confirm job titles, salary, responsibilities and reason for leaving. Identify any gaps in employment
Credit review	Where the role will involve dealing with financial amounts considered to be significant, for example in Finance department	Assess credit rating and identify any potential for risk
Criminal records check	a) Where the role will involve dealing with financial amounts considered to be significant. b) Where the role involves coming into contact with minors.	Identify any criminal convictions
Driving history check	Where the candidate will be required to drive a company vehicle as part of the job	Obtain view of motoring reliability and degree of care, including previous motoring offences
Suspected Terrorist Watch List	The role is in an industry which may be a target for terrorist activities	Find out if the candidate is on the list

Table 1: Screening checks available*