Employment Screening Terms
For employers using employment screening on the Carousel Portal · Canada
| Document | Employment Screening Terms (employer-facing) |
|---|---|
| Version | 2026-10-12 · Effective October 12, 2026 |
| Accepted by | The employer account holder, at first employment screening, by the acceptance screen at Schedule 1 |
| Sits alongside | Carousel Terms & Conditions · Privacy Policy · Employment Screening Acceptable Use Policy · Data Processing & Privacy Addendum |
| Counterpart | Employment Screening Terms (candidate-facing), accepted by the candidate in the application flow |
How this document fits. These Terms govern the commercial and legal relationship between Carousel and an employer using employment screening. The Acceptable Use Policy governs how screenings and results may be used, and is incorporated here rather than repeated. Where an employer has signed a Master Services Agreement and Order Form, that agreement governs and these Terms fill the gaps for the employment product.
- 1. Definitions
- 2. Your account and workspace
- 3. What Carousel does, and does not do
- 4. Screenings and checks
- 5. Your obligations as the employer
- 6. Candidate consent
- 7. Results, teammates and connected software
- 8. Accuracy, corrections and disputes
- 9. Data protection and retention
- 10. Fees and payment
- 11. Term, suspension and termination
- 12. Your representations
- 13. Disclaimers
- 14. Limitation of liability
- 15. Indemnity
- 16. Confidentiality
- 17. Changes to these Terms
- 18. Governing law, dispute resolution and language
- 19. Contact
- Schedule 1 — Acceptance screen
- Schedule 2 — Checks and providers
1. Definitions
In these Terms:
- "Carousel", "we", "us" means on Carousel Inc.
- "You" means the organisation accepting these Terms, and every person acting under its account.
- "Candidate" means a person you invite to complete an employment screening.
- "Position" means the role record in your workspace against which a screening is run, including the province you record for it.
- "Check" means an individual verification listed in Schedule 2.
- "Report" means the results of a screening, together with the documents and records behind them.
- "AUP" means the Employment Screening Acceptable Use Policy, as published and as amended from time to time.
- "Provider" means a third party that performs a Check or supplies data for it.
- "Connected Software" means any application you connect to your account through our API or an integration.
2. Your account and workspace
- Who may accept. The person accepting these Terms confirms they are authorised to bind the organisation named on the account.
- Teammates. You may invite teammates to your workspace with View-only or Can-screen access. You are responsible for everything done under your account, including by teammates and by anyone acting for you such as a recruiter or staffing agency.
- Access hygiene. You will give access only to people who need it for a hiring decision, and remove access promptly when they no longer do.
- Credentials. You will keep account credentials confidential, will not share account access outside your organisation, and will tell us without delay if you believe your account or any Report has been accessed without authorisation.
- Accurate details. You will keep your organisation's details, billing contact and privacy contact current.
3. What Carousel does, and does not do
Carousel is verification infrastructure. We collect a Candidate's consent, run the Checks you select through our Providers, and return the results to you.
- We do not decide. Carousel does not approve, reject, rank, score or recommend any Candidate. Every hiring decision is yours alone.
- We do not advise. Nothing in the Platform, the AUP, these Terms or our support channels is legal, human-resources or compliance advice to you. You are responsible for knowing and meeting the obligations that apply to you as an employer.
- We do not interpret. A Report states what a Provider returned. It does not say whether a result is relevant to a Position, lawful for you to act on, or sufficient for a decision.
- We are not the employer. No part of the Platform creates a relationship between Carousel and a Candidate other than the one described in the candidate-facing terms.
4. Screenings and checks
- How a screening runs. You create a Position, invite a Candidate by email, and select the Checks. The Candidate completes the flow on Carousel's own pages and gives consent there. No Check runs before that consent.
- Identity verification is always included. Every employment screening includes biometric identity verification. Other Checks are optional and selected by you.
- Province. Certain Checks are available only for Positions recorded in a particular province. You are responsible for recording the Position's province accurately, and you acknowledge that the Checks available to you, and the rules that apply, depend on it.
- Providers. Checks are performed by the Providers listed in Schedule 2. We may change a Provider on notice where the Check and its substance are materially equivalent.
- Timing and availability. Turnaround varies by Check and by Provider, and some Checks depend on records held by courts and police services. We do not guarantee a turnaround time.
- Minimum age. Employment screening is available only for Candidates aged 18 or over. The flow will not proceed for a Candidate who indicates they are under 18, and you may not use the Platform to screen a minor.
- Court files. Opening an underlying Québec court file is not available for employment Positions.
- Candidates never pay. Employment screening is paid for by you. You may not charge a Candidate, directly or indirectly, for a screening or any part of it, or make payment a condition of being considered.
5. Your obligations as the employer
5.1 The Acceptable Use Policy. You will comply with the AUP, which forms part of these Terms. Where the AUP and these Terms conflict on the permitted use of a Report, the AUP governs.
5.2 Permitted purpose. You will screen only a person genuinely under consideration for a real Position, will select only the Checks relevant to that Position, and will use each Report only to assess that Candidate for that Position.
5.3 Lawful decisions. You will not use a Report, in whole or in part, to make a decision on a ground protected by applicable human rights legislation, and you will comply with the rules in the AUP on criminal and penal records and on credit information.
5.4 Your own legal duties survive. The consent a Candidate gives Carousel does not discharge any notice, consent, disclosure or record-keeping obligation the law places on you. You remain solely responsible for those obligations, including any required before a Report is obtained and any required on an adverse decision.
5.5 Before a result counts against a Candidate. If something in a Report would count against a Candidate, you will tell them what it is and give them a fair opportunity to respond or correct it before your decision is final.
5.6 Records. You will keep a record of the basis for each hiring decision in which a Report was used, and will provide it to us on reasonable request where we are responding to a Candidate complaint or a regulator.
6. Candidate consent
- Consent is collected by Carousel in our own flow, in the Candidate's name, and is recorded against the Candidate, the Position, the Checks selected, the wording version and the time.
- You may not complete the flow on a Candidate's behalf, ask a Candidate for their credentials, or obtain consent outside the flow and ask us to proceed on it.
- A Candidate may decline, and may withdraw consent before a Check completes. You will not penalise a Candidate for declining beyond not proceeding with the screening.
- We will tell you that a screening was declined or withdrawn. We will not tell you why.
7. Results, teammates and connected software
- Access. Reports are available in your workspace and may be downloaded as a PDF. Teammates you invite can see them according to their access level.
- Connected Software. You may connect software and permit it to read Reports. You are responsible for that software, for its security, and for everything it does with Reports, as if you had done it yourself. You confirm, at the point of connection, that you are permitted to share Reports with it.
- No onward sharing. You will not send a Report outside your organisation except where the law requires it or the Candidate has separately agreed, and you will not resell, publish or redistribute Reports or use them to build a database or product.
- No secondary use. You will not use a Report, or any part of it, for credit, tenancy, insurance, marketing or any purpose other than the hiring decision for which it was obtained.
8. Accuracy, corrections and disputes
- Records can be mismatched, incomplete or out of date. A Report is evidence, not proof, and you will not treat it as conclusive.
- Carousel does not alter what a Provider returns. Where a Candidate disputes a result, the dispute lies with the Provider that produced it; we will identify the Provider and assist the Candidate in reaching them.
- You will cooperate with us, and pause reliance on the disputed element of a Report, while a dispute we have notified to you is being resolved.
9. Data protection and retention
- Roles. For employment screening, you determine the purpose of the screening and are the controller of the Report in respect of your hiring decision. Carousel processes Candidate personal information on your instructions for that purpose, and separately as a controller for the limited purposes described in our Privacy Policy, including identity verification, fraud prevention, billing and legal compliance.
- The Addendum governs. Our Data Processing & Privacy Addendum applies to that processing and prevails over this section where they conflict.
- Retention. We retain Reports and the documents behind them for the period stated in the Addendum, after which they are deleted or de-identified. You will keep Reports only as long as you need them for the hiring decision and any legal requirement that applies to you.
- Deletion. You may delete a Report from your workspace at any time. Certain records we must keep for billing, audit, dispute resolution or legal purposes survive deletion.
- Security. We maintain administrative, technical and physical safeguards appropriate to the sensitivity of the information. You will do the same for Reports once they are in your hands or those of your Connected Software.
- Candidate requests. A Candidate's request to access, correct or delete information held for your hiring decision should be directed to you. We will redirect such requests to you and assist you in answering them.
10. Fees and payment
- Fees are as shown in the Platform or in your Order Form, and are charged per Check or by token as applicable. Prices are exclusive of taxes.
- A Check that has been performed is payable whether or not you use the result, and whether or not the Candidate is hired.
- Where you pay to open a court file or obtain an underlying record, that charge is separate and is payable on the same basis.
- Unpaid amounts may result in suspension of screening under section 11.
11. Term, suspension and termination
- These Terms apply from acceptance until your account is closed or they are replaced.
- We may suspend screening, cancel screenings in progress, restrict access to Reports or terminate your account where you breach these Terms or the AUP, where a Provider requires it, or where we are required to by law — with notice where it is reasonable to give it, and immediately where it is not.
- On termination, your access to Reports ends. Export anything you need to keep before closing your account.
- Sections 5.4, 7, 8, 9, 12, 13, 14, 15, 16 and 18 survive termination.
12. Your representations
Each time you send a screening, you represent that:
- the Candidate is genuinely under consideration for the Position;
- the Position details, including its province, are accurate;
- each Check you selected is relevant to that Position;
- the Candidate is aged 18 or over, so far as you are aware;
- you are entitled to obtain the information for that purpose and will use it only for that purpose; and
- you have met, and will meet, your own legal obligations to the Candidate.
13. Disclaimers
The Platform and Reports are provided on an "as is" and "as available" basis. To the fullest extent permitted by law, Carousel disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that a Report is complete, accurate or current, that a record exists or does not exist, or that the Platform will be uninterrupted or error-free. Nothing in this section limits any warranty that cannot lawfully be excluded.
14. Limitation of liability
To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or anticipated savings. Carousel's aggregate liability arising out of or relating to these Terms is limited to the fees you paid us for employment screening in the twelve months before the event giving rise to the claim. These limits do not apply to your payment obligations, to either party's breach of confidentiality, or to liability that cannot lawfully be limited.
15. Indemnity
You will indemnify and hold Carousel harmless against claims, losses and reasonable costs arising from: your use of a Report; any hiring decision you make; your breach of these Terms or the AUP; your failure to meet your own legal obligations to a Candidate; and the acts of your teammates, agents and Connected Software.
16. Confidentiality
Each party will keep the other's non-public information confidential and use it only for the purposes of these Terms. Candidate personal information is governed by section 9 and the Addendum rather than by this section.
17. Changes to these Terms
We may update these Terms. We will give notice of material changes to the account's registered contact before they take effect, and the current version is posted at oncarousel.com/employment-screening-terms. Continued use after the effective date constitutes acceptance. Each acceptance is recorded against the version then in force.
18. Governing law, dispute resolution and language
These Terms are governed by the laws of the Province of Québec and the federal laws of Canada applicable in it, and the parties attorn to the courts of the judicial district of Montréal. A French version of these Terms is provided and, for employers in Québec, governs.
19. Contact
on Carousel Inc., 5101 rue Buchan, Suite 210, Montréal, Québec H4P 1S4, Canada. Privacy Officer: Charles Papazian, privacy@oncarousel.com. Questions about these Terms: legal@oncarousel.com. Candidate enquiries: support@oncarousel.com.
Schedule 1 — The acceptance screen
Shown once, before an employer's first employment screening. Nothing can be sent until it is accepted.
The screen
Carousel · Set up employment screening
Three things before your first screening
Hiring decisions get challenged. These three habits are what make yours defensible — and they are what you are agreeing to.
- Screen real candidates, with their consent. Only people genuinely under consideration for a role with you. They consent in Carousel's own flow — you never collect it yourself — and you pick only the checks the role actually needs.
- Use each report for that one decision. Not for another role, another candidate, or any other purpose. And never decide on a ground protected by human-rights law — a record on a report is information, not a conclusion.
- Tell the candidate before it counts against them. If something in a report would weigh against someone, tell them what it is and give them a fair chance to respond or correct it before you decide. Records are wrong more often than people expect.
Checkbox: I'm authorised to accept on behalf of my organisation, and I agree to the Employment Screening Terms and the Employment Screening Acceptable Use Policy.
Button: Agree and continue
Final copy
| # | Headline | Supporting line | Governed by |
|---|---|---|---|
| 1 | Screen real candidates, with their consent. | Only people genuinely under consideration for a role with you. They consent in Carousel's own flow — you never collect it yourself — and you pick only the checks the role actually needs. | Terms §5.2, §6 · AUP §2, §3 |
| 2 | Use each report for that one decision. | Not for another role, another candidate, or any other purpose. And never decide on a ground protected by human-rights law — a record on a report is information, not a conclusion. | Terms §5.2, §5.3, §7 · AUP §2, §4, §5 |
| 3 | Tell the candidate before it counts against them. | If something in a report would weigh against someone, tell them what it is and give them a fair chance to respond or correct it before you decide. Records are wrong more often than people expect. | Terms §5.5, §8 · AUP §7 |
The checkbox
"I'm authorised to accept on behalf of my organisation, and I agree to the Employment Screening Terms and the Employment Screening Acceptable Use Policy."
What is recorded on acceptance
| Field | Value |
|---|---|
| Person | User ID, name and email of the accepting user |
| Organisation | Account and workspace ID |
| Documents | Version identifiers of both the Terms and the AUP as displayed |
| Screening type | Employment (distinct from tenant acceptance on the same account) |
| Time | Timestamp, with timezone |
| Presentation | Language shown (EN/FR) and the exact three-point copy version |
An account that already accepted the tenant policy must accept this separately — the two are different products with different rules, and a single blended acceptance would be worth little if challenged.
Re-acceptance
Re-acceptance is required when either document changes materially. The screen is shown again with a short line naming what changed; screenings are blocked until it is accepted.
Schedule 2 — Checks and providers
| Check | Availability | Provider | What it returns |
|---|---|---|---|
| Biometric identity verification | Always included | Onfido | Confirmation that the Candidate matches the government ID presented, by document check and biometric face match with liveness. |
| Credit check | Optional | Equifax | Credit file information for an employment purpose. Run as a soft inquiry, which does not affect the Candidate's credit score. |
| Police check | Optional | FastKey | Criminal record check, reporting offences and convictions as returned by the police service. |
| Penal search, Québec | Optional — Positions recorded in Québec only | SOQUIJ | Search of Québec penal court records. Opening an underlying court file is not available for employment Positions. That feature is offered for tenant screening only. |
Employment screening does not include court and eviction records or bank and income verification, which are tenant-screening Checks.
