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A criminal record extract, often referred to as a police record in Sweden, contains information about convictions and legal sanctions and is commonly used in recruitment processes.
Hiring the wrong candidate can have serious consequences, from reputational damage and financial losses to security risks within the organisation. In roles involving access to sensitive information, financial responsibility, or work with vulnerable groups, having the right information is essential.
In this article, we explain what a Swedish criminal record extract includes, the regulations that apply, and how it is used in background checks.
The Swedish Police criminal record only includes offences that have resulted in a conviction. This means that suspicions or ongoing investigations are not included. There is, however, an ongoing legal and political discussion in Sweden about how such information should be handled, and the government has also proposed changes related to the suspect register.
The following types of decisions and sanctions may appear in the criminal record:
How long information remains on a Swedish criminal record depends on the type of sanction. The retention period is calculated from the date the sanction has been fully completed, for example when a fine has been paid or when a probation period or supervision has ended.
Non-prosecution decisions (for individuals who were under 18 at the time of the offence).
Prison sentences are removed 10 years after the sentence has been served if it was up to 2 years, and 20 years after it has been served if it was longer than 2 years.
There is no general validity period for a Swedish criminal record extract. How recent an extract needs to be depends on the context and how it will be used.
In some cases, specific rules apply. For example, for roles in schools or childcare, a criminal record extract must not be older than one year. In other situations, it is up to the employer to decide how recent the extract needs to be.
You request the extract yourself from the Swedish Police. Processing times can vary, but it typically takes between 1 and 2 weeks from the time the application is received until the extract is sent by post to the applicant.
Digital extracts may be processed faster, but these are only issued if the record contains no entries. Processing times can also be affected by factors such as the Police’s workload and whether the application has been completed correctly.
Alternatively, by carrying out a legal background check with DISA, you can access relevant information within 48 hours.
In certain sectors, employers have the legal right to request a criminal record extract directly from the Swedish Police as part of the recruitment process. This applies, for example, to:
In other cases, the candidate must request the extract themselves and present it to the employer. This applies, for example, to:
As an employer, you generally do not have the legal right to require a candidate to present a criminal record extract for roles outside those covered by specific legislation. In such cases, it is up to the candidate to decide whether they wish to provide an extract.
At the same time, an extract may still be relevant for other types of roles, particularly where the position involves significant responsibility, a high level of trust, or access to sensitive information. If a candidate chooses not to provide an extract, this may influence your overall assessment in the recruitment process.
However, it is important to always carry out a proportionality assessment based on the specific role and ensure that any handling of information complies with applicable legislation.
The rules around criminal records, background checks, and what is permitted vary depending on the industry, role, and organisation. For many employers, making the right assessment is crucial – both from a legal and a business perspective.
Get in touch with us and we’ll help you understand what applies to your organisation and how to carry out background checks in a secure and efficient way.
A criminal record extract is requested from the Swedish Police, as the information is protected by confidentiality. This means that the candidate is the only person entitled to access the content.
As an employer, you can only view the extract once the candidate chooses to present it or gives their consent.
Employers can also use an external provider for legal background checks. In such cases, the check is carried out with the candidate’s consent. If a candidate chooses not to provide an extract, this may affect the employer’s assessment, but it is important to always make a proportionality assessment based on the role.
We use legal background checks to verify a candidate’s criminal history. This means that information about any offences and convictions is obtained directly from the Swedish courts, rather than from the Police criminal record.
The advantage is that you gain access to relevant information as soon as the background check is completed. Here’s how our process works:
Would you like to work more efficiently, securely, and in line with current regulations – or learn more about how background checks work in practice?
Employers may, in certain cases, process information about criminal offences through background checks. Under the GDPR, such data is considered highly sensitive and, as a general rule, may only be handled by public authorities. Private employers therefore need a legal basis, specific regulations, or a clearly justified legitimate interest, along with appropriate safeguards.
This means that it is not permitted to freely check a person’s criminal history – any background check must be justified, relevant, and carried out in accordance with applicable laws and regulations.
In certain cases, employers have the right to request a criminal record extract directly from the Swedish Police as part of the recruitment process. This applies, for example, within psychiatric healthcare, care for children and young people, LSS services (support for individuals with disabilities), compulsory care for individuals with substance abuse issues, and for companies that install alarm systems.
In other cases, the candidate must request the extract themselves and present it to the employer, for example for roles in schools, preschools, residential care homes (HVB homes), or insurance distribution.
Employers can also use external providers for background checks, where relevant information is obtained from permitted sources in accordance with applicable legislation.
In Sweden, court judgments are often public documents and can, in many cases, be requested from the courts, such as district courts. This means that employers may, in certain situations, access this type of information.
However, rulings from the Swedish Supreme Court have clarified that it is not permitted to systematically collect or use information about criminal offences without a clear and justified need. Employers are therefore not allowed to freely collect or use such information – the processing must be relevant, necessary, and proportionate in relation to the specific role.
This means that general or routine checks of a person’s criminal history are not permitted.
Yes, candidates have the right to open the letter from the Swedish Police containing their criminal record extract before presenting it to an employer. The extract is personal, and the candidate is entitled to review its contents.
No, employers are not allowed to routinely require criminal record extracts from all candidates. Such a requirement must be justified based on the specific role.
In some cases, there are legal requirements, for example for roles involving children or other vulnerable groups. In other cases, the employer must be able to demonstrate a clear and relevant need linked to the position.
This means that requests for criminal record extracts should be made restrictively and always assessed based on proportionality and relevance in each individual case.
As a general rule, employers are not allowed to store or copy information from a criminal record extract. Information about criminal offences is subject to special protection under data protection laws and may only be processed if it is necessary and supported by a clear legal basis.
In most cases, it is sufficient for the employer to review the extract and make an assessment without retaining a copy. If such information is processed, it must be done restrictively and in accordance with the GDPR, taking into account proportionality and purpose limitation.
This means that storing this type of information is only permitted in exceptional cases and requires particular care.
Yes, in Sweden employers generally have a relatively broad discretion when deciding who to hire. This means that, in certain cases, you may choose not to proceed with a candidate due to a criminal record.
However, the assessment must be relevant and proportionate in relation to the specific role. It is important to make an overall assessment of the candidate, taking into account factors such as the nature of the offence, how much time has passed, and its relevance to the job responsibilities.
The decision must also comply with anti-discrimination legislation and must not result in unfair or unjustified treatment of the candidate.
Information about criminal offences is considered highly sensitive personal data under the GDPR. As a general rule, such data may only be processed by public authorities, and private employers may only handle it in limited circumstances.
For the processing to be lawful, it must be necessary, relevant, and proportionate in relation to its purpose. The data must not be collected or used routinely and should be handled with a high degree of care.
In practice, this means that employers should generally not store or share information from criminal record extracts, but rather use it only as a basis for an individual assessment.
Not carrying out a background check during the recruitment process means making decisions based on limited information. This increases the risk of mis-hires and can have consequences for both the organisation and its reputation.
In practice, this can lead to:
Working in a structured way with background checks is therefore not only about compliance – it is also about reducing business risks and making more informed decisions.
A Swedish criminal record contains information about offences that have led to convictions or formal decisions. This includes, for example:
The criminal record only includes information about offences where a person has been convicted or received a formal decision – it does not include suspicions or ongoing investigations.
Information from the Swedish criminal record is considered sensitive personal data and is subject to specific rules under the General Data Protection Regulation (GDPR). This means that any processing must be lawful, relevant, and limited to a clear purpose, such as a recruitment process.
As an employer, you must ensure that the data is handled securely and not retained for longer than necessary. In most cases, you should not store or copy the extract itself; it is usually sufficient to document that it has been reviewed and assessed.
All processing must also be transparent towards the candidate and protected against unauthorised access or loss through appropriate security measures.
Following the Swedish Supreme Court’s decision in 2025, it is no longer permitted to publish and distribute court judgments in searchable legal databases where individuals can be identified by name or personal identity number.
In practice, this means it has become more difficult to access legal information digitally, even though the principle of public access to official documents still applies. Court judgments remain public documents and can be requested from the courts, but they can no longer be made freely searchable or used commercially in the same way as before.
For employers, this means that background checks based on court judgments require a more structured approach and a clear understanding of where and how information can be obtained lawfully. At the same time, the protection of individuals’ personal data has been strengthened, with the GDPR taking precedence over the broad dissemination of court judgments online.
Relying solely on a criminal record extract rarely provides a complete picture. For many roles, a broader and more structured basis is needed to make well-informed decisions.
DISA offers legal background checks that give you access to relevant and up-to-date information from public sources, compiled into a clear and digital report.
Our digital platform makes the process smooth for both employers and candidates. You request the check in the platform, the candidate submits their details, and you both receive access to the results.
With DISA, you get:
Working with background checks is not only about identifying risks – it is also about creating trust, reducing uncertainty, and making better hiring decisions.
Gain a more complete and reliable basis for decision-making in recruitment. With DISA’s digital platform, you can carry out background checks smoothly, securely, and in compliance with applicable regulations.
Tell us a bit about your needs, and we’ll get back to you with guidance on how to carry out background checks in a compliant, secure, and efficient way. We’ll help you find a solution that fits your organisation.
