Question 1

Why am I being screened?

Accepted Answer

Your employer, prospective employer or another organisation has asked Venovox to conduct a background screening as part of its hiring, onboarding, regulatory, compliance or risk-management process.

Background screening helps organisations confirm information provided by candidates and assess matters relevant to the role or relationship.

Venovox does not make the hiring decision. Our role is to conduct the authorised checks and report the findings to the organisation that requested the screening.

You will be informed about the screening and the purpose for which your personal data is being processed. Transparency about the purpose of processing is a core requirement under Malaysia’s PDPA and data-protection principles.

Question 2

What information does Venovox check?

Accepted Answer

This depends on the screening package requested by the organisation and what is appropriate for your role. Your screening may include: Identity and address verification Employment history Academic qualifications Professional qualifications or licences Regulatory or reputational information Credit, bankruptcy or financial information where relevant and permitted Directorships and business interests Sanctions, PEP and watchlist screening Civil litigation or court information Driving records where relevant Reference checks Adverse media or other publicly available information Other role-specific checks authorised by the requesting organisation Not every candidate undergoes every check. Venovox processes information relevant to the screening that has been requested and permitted. Some categories of information can constitute sensitive personal data under Malaysian law; for example, information concerning the commission or alleged commission of an offence is expressly treated as sensitive personal data.

Question 3

How do I provide consent?

Accepted Answer

Before screening begins, you will normally receive a request to review the relevant privacy information and provide the required acknowledgement, authorisation or consent through Venovox’s secure screening process. You should be told: who is requesting the screening, why your information is required, what information may be processed, and how it may be used or disclosed.

Question 4

How do I submit documents?

Accepted Answer

If documents are required, you will receive instructions on what to provide and how to submit them securely. Depending on your screening, you may be asked for documents such as identification documents, academic certificates, professional qualifications, employment records or other supporting information relevant to the checks being conducted. Please provide clear and accurate documents and only submit information through the channels specified by Venovox. If additional information is required during verification, our screening team may contact you.

Question 5

How long will my screening take?

Accepted Answer

Most screening checks are completed within the expected turnaround time communicated for the screening. However, completion times vary depending on the checks required, countries involved and how quickly third parties respond. Some verifications depend on external organisations such as universities, previous employers, government bodies, professional institutions or overseas sources. These checks may take longer and are not always within Venovox’s control. Providing complete and accurate information at the beginning of the process helps us avoid unnecessary delays.

Question 6

Who receives my report?

Accepted Answer

Your screening results are provided to the organisation that requested and is authorised to receive the screening, subject to the applicable arrangement and privacy requirements. Venovox does not make your screening report publicly available. Information is disclosed only as permitted for the purposes for which it was collected or where disclosure is otherwise permitted or required by law. Malaysia’s PDPA includes a Disclosure Principle restricting disclosure outside the purpose for which personal data was obtained, together with security and retention obligations. Your employer or prospective employer remains responsible for its own employment or engagement decisions. Venovox provides screening information; we do not decide whether you should be hired.

Question 7

Can I see my information?

Accepted Answer

You may have rights to request access to personal data held about you, subject to applicable laws, exemptions and verification requirements. Under Malaysia’s PDPA, data subjects have rights relating to access and correction of personal data. If you believe personal data held by Venovox is inaccurate, incomplete or outdated, you may also request that it be reviewed and, where appropriate, corrected.

Question 8

What happens if something doesn’t match?

Accepted Answer

A discrepancy does not automatically mean that you have failed your background screening. Sometimes information cannot be verified because records are incomplete, names differ, dates are inconsistent, an institution has not responded or additional documentation is required. If something requires clarification, Venovox may contact you for additional information or supporting documents. Where appropriate, information can be reviewed and corrected if personal data is inaccurate. Malaysia’s PDPA specifically recognises the right to correct inaccurate personal data and requires organisations to maintain data integrity. Venovox reports the outcome of the verification. The organisation requesting the screening makes the final employment or engagement decision.

Question 9

How is my data protected?

Accepted Answer

Protecting personal information is a fundamental part of the screening process. Venovox applies appropriate organisational and technical safeguards designed to protect personal data against unauthorised access, disclosure, alteration, misuse, loss or destruction. Personal information is processed for defined screening purposes, access is restricted to authorised persons, and information should not be retained for longer than necessary or as otherwise required by applicable legal and contractual obligations.

Question 10

Does a finding mean I will fail my background check?

Accepted Answer

No. Venovox does not determine whether you pass or fail an employment screening. Our responsibility is to verify the information requested and accurately report the outcome to the organisation that commissioned the screening. A discrepancy, record or other finding does not necessarily make someone unsuitable for employment. The requesting organisation determines how information relates to the position, its policies, applicable regulations and its own risk assessment. Venovox provides the intelligence. Your employer makes the decision.

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