Police Record Checks in Ontario: What Each Check Shows

The short answer

Ontario has three levels of police record checks, and each level shows more information than the one before it. What appears depends on the level of the check, how your case ended and how long ago it ended. You must consent to a check, and you usually see the results first and decide whether to share them. Understanding these rules can help you plan for job applications and protect your privacy. This guide explains each check and the time limits that apply.

The three types of checks

Criminal record check

• What it shows: Convictions and, in some cases, youth findings of guilt.
• What it does not show: Discharges, outstanding charges, warrants or court orders.

Criminal record and judicial matters check

• What it shows: Everything on the first check.
• What it adds: Discharges, outstanding charges, arrest warrants and certain court orders.

Vulnerable sector check

• What it shows: Everything on the first two checks.
• What it adds: Record suspensions for sexual offences and some findings of not criminally responsible.
• Non-conviction information: This appears only if a strict legal test is met.

Time limits on disclosure

On a judicial matters check or a vulnerable sector check, the following time limits apply:

• Absolute discharges: These stop showing after 1 year.
• Conditional discharges: These stop showing after 3 years.
• Summary convictions: These stop showing after 5 years.
• Court orders linked to a withdrawn charge: These are not shown.

For example, a summary conviction from six years ago may not appear on a judicial matters check, but it will still appear on a basic criminal record check, which has no time limit.

Withdrawn charges and acquittals

Charges that were withdrawn, dismissed or stayed, or that ended in an acquittal, are not shown on the first two levels of check. On a vulnerable sector check, they can be shown only in limited cases that meet the Act's test.

Who can request each check

• Criminal record check: Many employers ask for this basic check.
• Judicial matters check: Employers with a reason to know about outstanding charges and court orders may ask for this check.
• Vulnerable sector check: This check is only for positions of trust or authority over vulnerable people, such as children, seniors or people with disabilities.

Your rights during a check

The Police Record Checks Reform Act sets out important protections. A police service cannot run a check without your written consent. In most cases, you receive the results first and then decide whether to share them with the employer or organization. If you believe the results contain an error, you can ask the police service to review it.

How to get a check

1. Ask the organization: Find out exactly which level of check is required.
2. Apply: Apply to your local police service, often online, and provide identification.
3. Review: Review the results carefully before you share them.
4. Share: Provide the results to the organization if you choose to.

Some organizations require a fingerprint-based check through the RCMP, especially for vulnerable sector positions or when a name-based check cannot confirm identity.

Simple drug possession records

Under s. 10.6 of the Controlled Drugs and Substances Act, records of simple drug possession convictions must be kept separate from other criminal records after a set period. Convictions entered after the 2022 changes are then treated as never having happened. Older ones are kept separate, but are not treated as never having occurred.

Effect of your case outcome

How your case ends decides what shows up on future checks. A withdrawal or peace bond usually leaves far less on future checks than a conviction. See criminal records in Canada and sentencing options.

What to do now

• Ask which level of check the job or volunteer role requires before you apply.
• Order your own check first if you are unsure what it will show.
• Review the results for errors before you share them.
• Get advice if a discharge or summary conviction is close to its time limit.

Checks for volunteering

Many volunteer roles, especially with children, seniors or people with disabilities, require a vulnerable sector check. Some police services offer reduced or no fees for volunteer checks. The organization should tell you exactly which level of check it needs and why.

Youth records and checks

Youth records follow the Youth Criminal Justice Act, which limits who can see them and for how long. Once the access period ends, a youth record should not appear on a police record check. See youth criminal records.

Common mistakes

• Ordering the wrong level of check: A basic check may not meet the employer's needs, and a higher level may disclose more than necessary.
• Sharing results without reading them: You usually have the right to review the results before deciding whether to share them.
• Assuming time limits apply to every check: The 5-year summary conviction limit applies to judicial matters and vulnerable sector checks, not to the basic criminal record check.

When a check shows a court order

A judicial matters check can show some court orders, such as a peace bond or a probation order, while they are in force. Once the order ends, it usually stops showing on these checks. If an order still appears after it has ended, ask the police service to review the result. Bring proof of the date the order ended, such as the court order itself.

How we can help

We can explain what will show on the checks you are likely to face, and help you aim for an outcome that protects your record. Call (647) 223-1980 for a free consultation.

Frequently asked questions