The Statement of Good Conduct (VOG) explained

When you're an employer or client responsible for the safety of vulnerable groups, confidential data, or financial resources, screening personnel is crucial. One of the most commonly used instruments for this is the Statement of Conduct (VOG). This document may seem like a formality, but behind those few lines and stamps lies a meticulous government process. At HeadFirst, we would like to explain why the VOG is important for your organisation, how the application process works, how screening profiles are used, and what you can do if an application is rejected. 

What is a VOG and why is it important for your organisation? 

A VOG is an official statement from the Dutch government that someone's criminal record does not pose a hindrance to performing specific tasks. It is issued by Justis, the screening authority of the Ministry of Justice and Security. Using the VOG demonstrates to your organisation that you handle integrity and risk management within your team with care. 

The certificate does not guarantee that someone has never done anything wrong, but it confirms that there are no relevant criminal offences posing a risk to the role. Consider, for example, the difference between an old traffic fine and a role in childcare – the former is not relevant in that context. 

Why apply for a VOG? 

In sectors with increased integrity risks, a VOG is legally required. Consider: 

• Education and childcare
• Healthcare and welfare
• Public transportation and taxi industry
• Financial services (Wft, Wwft)
• Government services with confidentiality obligations
• Sports associations and volunteer organizations 

Moreover, applying for a VOG is highly recommended for key positions within your organisation – consider access to personal data, financial administration, or work with vulnerable groups. This not only shows diligence towards your clients and partners but also reduces legal and operational risks. 

How does the screening work? 

Justis uses so-called screening profiles, tailored to the type of job. As an employer, you choose – via an intake form – the profile that matches the role. For a teacher, special attention is paid to their interaction with minors, and for an IT manager, it focuses on data security. 

Note: it's important to choose the right profile. A profile that is too broad can lead to unjust rejection, while one that is too narrow offers insufficient protection. In case of doubt, you can consult Justis or seek legal advice. 

The application process for employers 

You can have a VOG applied for in two ways: 

1. Online via Justis: 
   You initiate the application as an organisation through the Justis portal. The candidate receives a link, logs in with DigiD, verifies the information, and pays online (€ 33.85).
2. Via the municipal counter: 
   Less efficient, but still possible: you provide the employee with a signed application form. They submit it at their municipality and pay there (approximately € 41.35).
3. Via HeadFirst: 
   At HeadFirst, we aim to relieve clients. Therefore, we can handle the VOG application process for you. We make the applications to Justis and ensure that (prospective) employees can complete the application. 

For volunteers at recognised organisations, there is the possibility of a Free VOG via www.gratisvog.nl. Allow for a processing time of two to four weeks – expedited applications are not possible. 

VOG for natural persons and legal entities 

Most employees apply for a VOG NP (natural person). In some cases, however, a VOG RP is required, for example, with licenses for security companies or taxi centres. In this case, the integrity of the company itself is also screened, including directors and possible fines or bankruptcies. 

What if a VOG is refused? 

In the event of a proposed refusal, the employee receives a letter from Justis with the option to provide their view. This offers space to provide context, for example, about the nature of the offence or evidence of rehabilitation. The employee can then appeal or challenge the decision. 

For you as an employer, this means: be prepared for this scenario. Discuss openness about the past in advance and consider offering support in any appeal procedure. 

How long is a VOG valid? 

A VOG does not have a fixed expiration date, but many organisations themselves adopt a repeat period of one to five years. A new application is also advisable in the case of a job change or when resuming work after a break in service of more than six months. 

What can you do with a VOG? 

The GDPR sets clear frameworks. You may request the VOG and temporarily store a copy in the personnel file. However, the content of the screening remains confidential – the statement only indicates that someone has been screened, not what was found. Note: a VOG is not transferable between employers due to the unique screening profile. 

Costs and HR implications 

The costs for a VOG can legally be passed on to the employee, but many organisations choose to reimburse them. This lowers the recruitment threshold. In sectors with recurring VOG requirements (e.g. care, childcare), it is advisable to include the VOG in the HR cycle and reserve budget. 

Practical example 

Suppose you recruit an administrative assistant for a bank. Five years ago, the candidate received community service for shoplifting. You choose profile 95 (Handling money and data). Justis assesses whether this fact is relevant to the position. Since it was not financial fraud and there has been no recurrence since then, the VOG can still be issued. This example shows how important context and profile choice are in obtaining a VOG. 

A VOG as part of good employment practice 

The Certificate of Conduct is more than just a tick box – it is a powerful instrument to ensure integrity, safety, and reliability within your organisation. By carefully handling the application process and choosing the appropriate screening profile, you reduce risks, protect your reputation, and show responsibility towards employees, customers, and society. 

Ensure you understand the process well, communicate clearly with your candidates, and make the VOG a structural part of your recruitment policy. This way, you create a safe working environment for everyone.