The short answer
Use a proportionate, secure identity-checking process that confirms the applicant matches the application and screening records. Collect only the information needed and provide appropriate alternatives where required.
On this page
Explain the purpose
Tell the applicant what is being checked, which secure channel to use and who can access the information. Avoid collecting identity documents through public forms, group messages or unsecured shared folders.
Compare relevant identifiers
Check the information used by the authorized application or screening provider. A name mismatch may reflect an error, a name change or an incorrect report. Ask for clarification rather than assuming impersonation from one discrepancy.
Limit access and retention
Keep access restricted to the people who need it and follow applicable retention and disposal requirements. Do not use the process to ask unrelated questions about protected characteristics. Document how discrepancies were resolved without copying sensitive data into general notes.
Your next-step checklist
- Use a secure channel
- Explain the purpose
- Resolve mismatches
- Limit access and retained data
Sources and further reading
The Rentari team writes and updates this guide. Examples illustrate decisions and do not describe customer results. Found an error or an unclear step? Send a correction with a link to this page and the wording you’d change.
