{"product_id":"referenstagning-referenssamtal-fragor-gdpr-2027","title":"Reference Checking \u0026 Reference Calls 2026\/2027 – Questions, GDPR \u0026 Excel | Word\/PDF","description":"\u003csection lang=\"en\" class=\"mb-document-description\" style=\"color:#153446;line-height:1.74\"\u003e\n\u003ch2\u003eReference checking in recruitment – template for reference calls, questions, and GDPR\u003c\/h2\u003e\n\n\u003cp\u003eDo you want to conduct professional \u003cstrong\u003ereference checking in recruitment\u003c\/strong\u003e? This document package includes a complete \u003cstrong\u003ereference checking template\u003c\/strong\u003e with a structured interview protocol, competency-based \u003cstrong\u003ereference questions\u003c\/strong\u003e, candidate dialogue, reference summary, and GDPR checklist. You also receive an Excel register for administrative follow-up.\u003c\/p\u003e\n\n\u003cp\u003eThe separate templates help employers, recruiters, and HR to ask work-related questions supported by a predetermined requirement profile. The materials distinguish between what the reference person has observed themselves, what is uncertain, and what the recruiter assesses. The product is a tool for \u003cstrong\u003ehumane, objective recruitment decisions\u003c\/strong\u003e and does not replace a professional assessment of the individual candidate.\u003c\/p\u003e\n\n\u003cp\u003e\u003cstrong\u003eDigital delivery:\u003c\/strong\u003e 15 files in a ZIP – 7 editable Word (DOCX), 7 corresponding text-searchable PDF files (A4), and 1 Excel (XLSX). Five main Swedish templates, a Swedish user guide, and an English User Guide. No physical products or subscriptions.\u003c\/p\u003e\n\n\u003cdiv style=\"padding:18px 20px;margin:20px 0;border:1px solid #e6d2aa;border-left:5px solid #b38332;background:#fff7e7;border-radius:12px\"\u003e\n\n\u003cstrong\u003eImportant GDPR and anti-discrimination information:\u003c\/strong\u003e Reference checking involves the processing of personal data. The employer must evaluate the legal basis and only collect data necessary for the specific recruitment. According to the IMY (Swedish Authority for Privacy Protection), a balance of interests may typically be relevant for a private employer, while a public employer may have other legal bases. The fact that a candidate says a reference may be contacted is \u003cstrong\u003enot automatically GDPR consent as a legal basis\u003c\/strong\u003e. Avoid questions regarding, for example, health, religion, family plans, and criminal offenses. The templates are not a background check or an automated suitability assessment.\n\n\u003c\/div\u003e\n\n\u003cnav style=\"padding:13px;background:#edf5f6;border-radius:9px;margin:16px 0\"\u003e\u003cstrong\u003eJump to:\u003c\/strong\u003e \u003ca href=\"#mb-ref-paket\"\u003ePackage contents\u003c\/a\u003e · \u003ca href=\"#mb-ref-filer\"\u003eWhat the files contain\u003c\/a\u003e · \u003ca href=\"#mb-ref-excel\"\u003eExcel\u003c\/a\u003e · \u003ca href=\"#mb-ref-steg\"\u003eHow to do it\u003c\/a\u003e · \u003ca href=\"#mb-ref-gdpr\"\u003eGDPR \u0026amp; equal treatment\u003c\/a\u003e · \u003ca href=\"#mb-ref-faq\"\u003eFAQ\u003c\/a\u003e\u003c\/nav\u003e\n\u003cdiv id=\"mb-ref-paket\" style=\"padding:21px;background:#e8f3f5;border:2px solid #bcd9dd;border-radius:13px;margin:20px 0\"\u003e\n\n\u003ch2 style=\"margin-top:0\"\u003e01. Package contents\u003c\/h2\u003e\n\n\u003cp\u003e\u003cstrong\u003eTotal of 15 files:\u003c\/strong\u003e seven DOCX, seven text-searchable PDF, and one XLSX. Five main Swedish templates (01–05), Swedish user guide (06), and an English user guide (07). The Word documents are editable. The PDF versions are suitable for printing and review. Excel contains nine tabs with sixteen administrative key performance indicators.\u003c\/p\u003e\n\n\u003cp\u003e\u003cstrong\u003eLanguage:\u003c\/strong\u003e Main documents in Swedish. The English User Guide is just a guide, not a translated main agreement. \u003cstrong\u003eDocument version:\u003c\/strong\u003e 1.0 \/ 2026–2027. \u003cstrong\u003eEditorial source review:\u003c\/strong\u003e October 16, 2026, without claim of external legal certification or future legislative changes.\u003c\/p\u003e\n\n\n\u003c\/div\u003e\n\n\u003cdiv id=\"mb-ref-filer\" style=\"padding:21px;background:#fff;border:2px solid #d3e3e7;border-radius:13px;margin:20px 0\"\u003e\n\n\u003ch2 style=\"margin-top:0\"\u003e02. What the files contain – document by document\u003c\/h2\u003e\n\n\u003cdiv style=\"overflow-x:auto\"\u003e\u003ctable style=\"border-collapse:collapse;width:100%;font-size:.93em\"\u003e\n\n\u003cthead\u003e\u003ctr style=\"background:#153446;color:#fff\"\u003e\n\n\u003cth style=\"padding:10px;text-align:left\"\u003eDocument\u003c\/th\u003e\n\n\u003cth style=\"padding:10px;text-align:left\"\u003eContent and use\u003c\/th\u003e\n\n\u003cth style=\"padding:10px;text-align:left\"\u003eFormat\u003c\/th\u003e\n\n\n\u003c\/tr\u003e\u003c\/thead\u003e\n\n\u003ctbody\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e01. Reference call – interview protocol\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eProtocol including work relationship, same core questions, factual examples, source criticism, and closing.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e02. Competency-based reference questions\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eComparable question bank linked to an established requirement profile, with checks for discriminatory questions.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e03. Reference request and candidate dialogue\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eMessage templates for the candidate and reference person, and verification of information and contact channels.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e04. Objective reference summary\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eSeparates verifiable information, statements by the reference person, and the recruiter's interpretations.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e05. GDPR, equal treatment, and deletion\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eChecklist for legal basis, data minimization, authorizations, documentation, and retention periods.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e06. Swedish user guide\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eTen steps for employers, common pitfalls, practical application, and legal sources.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e07. English User Guide\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eEnglish guidance for the Swedish documents; no English main templates.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;vertical-align:top\"\u003e\u003cstrong\u003e08. Reference checking – Excel register\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8\"\u003eNine tabs and 16 control KPIs for positions, candidates, references, calls, and GDPR.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d3e5e8;white-space:nowrap\"\u003eXLSX\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\n\u003c\/tbody\u003e\n\n\n\u003c\/table\u003e\u003c\/div\u003e\n\n\u003cp\u003eAll Word and PDF files have two separately framed information boxes with the headings \u003cstrong\u003e01. Package contents\u003c\/strong\u003e and \u003cstrong\u003e02. What the files contain\u003c\/strong\u003e, as well as a data protection and discrimination limitation. There are no fictional candidates, reference persons, or reference testimonials in the delivery.\u003c\/p\u003e\n\n\n\u003c\/div\u003e\n\n\u003cdiv id=\"mb-ref-excel\" style=\"padding:21px;background:#f0f7f8;border:1px solid #d1e3e6;border-radius:12px;margin:20px 0\"\u003e\n\n\u003ch2 style=\"margin-top:0\"\u003e03. Excel tool for reference checking – nine tabs and 16 KPIs\u003c\/h2\u003e\n\n\u003cp\u003e\u003cstrong\u003eOverview · Positions · Candidates · References · Calls · Assessment · Follow-up · Data protection · Read me.\u003c\/strong\u003e\u003c\/p\u003e\n\n\u003cp\u003eThe overview summarizes, among other things, recruitments, candidate entries, provided references, contact attempts, completed calls, needs for further depth, GDPR checks, and follow-up cases. When you register the actual contact day and the date of the completed call, an \u003cstrong\u003eadministrative status\u003c\/strong\u003e is updated to \"Contacted\" and \"Completed,\" respectively. Excel has dropdown lists for several status fields and is empty from the start, without fictitious personnel.\u003c\/p\u003e\n\n\u003cp\u003e\u003cstrong\u003eImportant:\u003c\/strong\u003e Excel is \u003cstrong\u003enot\u003c\/strong\u003e a secure recruitment database and does not contain automatic candidate scoring, profiling, or assessment of legal basis. Use internal IDs, store with restricted access, and make all employment decisions through human evaluation. An assigned status is not a legal conclusion.\u003c\/p\u003e\n\n\n\u003c\/div\u003e\n\n\u003ch2 id=\"mb-ref-steg\"\u003eHow to conduct reference checking – ten steps\u003c\/h2\u003e\n\n\u003col\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eEstablish the requirement profile.\u003c\/strong\u003e Choose only competencies relevant to the vacant position.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eValidate personal data processing.\u003c\/strong\u003e Specify legal basis, purpose, information, and authorized users.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eInform the candidate.\u003c\/strong\u003e Request relevant professional references and plan the contact before calling them.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eSelect comparable questions.\u003c\/strong\u003e Use document 02 so that the same core requirements are examined for comparable applicants.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eCheck the relationship.\u003c\/strong\u003e Ask the reference person to describe when and in what capacity they have worked with the candidate.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eAsk for concrete examples.\u003c\/strong\u003e Ask questions about tasks, collaborations, quality, and results.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eSeparate facts and interpretation.\u003c\/strong\u003e Record factual observations and mark uncertain claims.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eAvoid irrelevant personal data.\u003c\/strong\u003e Do not collect sensitive data or information about criminal offenses unless necessary, especially regarding legal support.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eCompile for human assessment.\u003c\/strong\u003e Compare against the same requirement profile and follow up on contradictory information.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eLimit retention time.\u003c\/strong\u003e Document the deletion review and handle special rules for public employers.\u003c\/li\u003e\n\n\n\u003c\/ol\u003e\n\n\u003ch2 id=\"mb-ref-gdpr\"\u003eGDPR and equal treatment during reference checking\u003c\/h2\u003e\n\n\u003ch3\u003eWhat legal basis applies when the employer contacts references?\u003c\/h3\u003e\n\n\u003cp\u003e\u003ca href=\"https:\/\/www.imy.se\/verksamhet\/dataskydd\/dataskydd-pa-olika-omraden\/arbetsliv\/rekryteringssystem-och-kompetensdatabaser\/\" rel=\"noopener noreferrer\"\u003eThe Swedish Authority for Privacy Protection (IMY)\u003c\/a\u003e states that employers must have a legal basis and a necessity for processing in recruitment. For private employers, a documented balance of interests may be relevant; for authorities, public interest may apply. IMY states that consent is often problematic in working life due to the dependency relationship. That the candidate and reference person receive relevant information is important, but information alone does not replace a legal basis.\u003c\/p\u003e\n\n\u003ch3\u003eHow long may the employer keep reference notes?\u003c\/h3\u003e\n\n\u003cp\u003eAccording to \u003ca href=\"https:\/\/www.imy.se\/privatperson\/dataskydd\/vi-guidar-dig\/dina-rattigheter-pa-jobbet\/\" rel=\"noopener noreferrer\"\u003eIMY's guidance on rights in working life\u003c\/a\u003e, notes and references should normally be deleted or de-identified when they are no longer needed for the recruitment. Continued storage may be relevant, for example, with regard to actual legal claims and public archive regulations. Do not save documents habitually for all future recruitments without a valid legal basis and correct information.\u003c\/p\u003e\n\n\u003ch3\u003eEqual treatment and relevant reference questions\u003c\/h3\u003e\n\n\u003cp\u003e\u003ca href=\"https:\/\/www.do.se\/for-arbetsgivare-och-utbildningsanordnare\/aktiva-atgarder-for-arbetsgivare\/kontinuerligt-arbete-mot-diskriminering-fyra-steg\/rekrytering-utan-diskriminering\" rel=\"noopener noreferrer\"\u003eThe Equality Ombudsman (DO)\u003c\/a\u003e emphasizes that recruitment requirements and selection processes should be designed to counteract discrimination. Questions about age, pregnancy, religion, health, sexual orientation, or other irrelevant private circumstances should not be used as a basis for candidate assessment. Ask questions about work-related tasks, actual performance, and the requirements included in the recruitment.\u003c\/p\u003e\n\n\u003ch3\u003eCandidate's references and contact planning\u003c\/h3\u003e\n\n\u003cp\u003e\u003ca href=\"https:\/\/arbetsformedlingen.se\/For-arbetssokande\/Cv-ansokan-och-intervju\/Referenser\" rel=\"noopener noreferrer\"\u003eThe Swedish Public Employment Service (Arbetsförmedlingen)\u003c\/a\u003e recommends that job seekers choose reference persons who are familiar with their professional experience and that references are asked in advance. As an employer, you should use relevant references and not carry out unexpected or unauthorized background checks.\u003c\/p\u003e\n\n\u003ch2\u003eRelated templates and internal links\u003c\/h2\u003e\n\n\u003cp\u003eFor a separate competency-based comparison of candidates after interviews, see \u003ca href=\"https:\/\/mallbutiken.se\/products\/kandidatbedomning-2026-2027-bedomningsmatris-kompetensbaserad-rekrytering-svenska-english-word-pdf-excel\"\u003eCandidate assessment and assessment matrix\u003c\/a\u003e. When you move forward with an actual employment, \u003ca href=\"https:\/\/mallbutiken.se\/products\/provanstallningsavtal-2026-2027-word-pdf\"\u003eProbationary employment agreement 2026\/2027\u003c\/a\u003e is available. More related labor law documents can be found in \u003ca href=\"https:\/\/mallbutiken.se\/collections\/hr-arbetsratt-visselblasning-mallar\"\u003eHR, Labor Law \u0026amp; Whistleblowing – Templates\u003c\/a\u003e. These are separate products that are not included in the ZIP file.\u003c\/p\u003e\n\n\u003ch2 id=\"mb-ref-faq\"\u003eFrequently asked questions about reference checking\u003c\/h2\u003e\n\n\u003ch3\u003eHow do you do a professional reference check?\u003c\/h3\u003e\n\n\u003cp\u003eStart with a clear requirement profile, contact relevant professional references after the candidate has been informed, and ask equivalent, competency-based questions. Document concrete work-related examples and make a comprehensive human assessment.\u003c\/p\u003e\n\n\u003ch3\u003eWhat questions are you allowed to ask references?\u003c\/h3\u003e\n\n\u003cp\u003eQuestions about actual work tasks, results, collaboration, and examples of work-related problem-solving can be relevant. Avoid irrelevant personal and sensitive information.\u003c\/p\u003e\n\n\u003ch3\u003eIs reference checking permitted according to GDPR?\u003c\/h3\u003e\n\n\u003cp\u003eYes, it can be permitted if there is a valid legal basis, a relevant recruitment purpose, and the data is necessary and securely handled. An individual recruitment process must always be checked.\u003c\/p\u003e\n\n\u003ch3\u003eMust the candidate consent to reference checking?\u003c\/h3\u003e\n\n\u003cp\u003eIt is good practice to inform and ask the candidate before relevant references are contacted. However, the candidate's consent is not automatically a legal basis according to GDPR; IMY states that consent is often unsuitable as such a basis in working life.\u003c\/p\u003e\n\n\u003ch3\u003eHow should negative reference information be handled?\u003c\/h3\u003e\n\n\u003cp\u003eDocument only relevant, factual information and note if it is the reference person's direct observation or a subjective opinion. Follow up on contradictory or uncertain information and ensure a fair comparison against the requirement profile.\u003c\/p\u003e\n\n\u003ch3\u003eHow long should reference protocols be saved?\u003c\/h3\u003e\n\n\u003cp\u003eNo longer than what is necessary for the actual purpose, with applicable exceptions for legal claims or public archive regulations. A general deletion deadline cannot be established solely based on the template.\u003c\/p\u003e\n\n\u003ch3\u003eCan Excel automatically choose which candidate is best?\u003c\/h3\u003e\n\n\u003cp\u003eNo. The workbook contains 16 administrative key performance indicators but no candidate scoring or automatic selection algorithm. Decisions should be made by authorized humans with relevant and factual materials.\u003c\/p\u003e\n\n\u003ch3\u003eAre ready-made reference questions for managers and HR included?\u003c\/h3\u003e\n\n\u003cp\u003eYes. A separate Word and PDF document contains structured questions about experience, responsibility, delivery, collaboration, and learning, which should be adapted to the actual position.\u003c\/p\u003e\n\n\u003ch3\u003eAre the main templates in English?\u003c\/h3\u003e\n\n\u003cp\u003eNo. The five main templates are Swedish. An English User Guide is included, which explains the use and Swedish law.\u003c\/p\u003e\n\n\u003ch3\u003eIs the product reviewed or approved by the IMY or DO?\u003c\/h3\u003e\n\n\u003cp\u003eNo. The templates are editorial document templates. They are not official forms, government-approved, or individually lawyer-reviewed.\u003c\/p\u003e\n\n\u003ch2\u003eSources and version\u003c\/h2\u003e\n\n\u003cp\u003e\u003cstrong\u003eVersion:\u003c\/strong\u003e 1.0 \/ 2026–2027. \u003cstrong\u003eEditorial source review:\u003c\/strong\u003e October 16, 2026. Sources: \u003ca href=\"https:\/\/www.imy.se\/verksamhet\/dataskydd\/dataskydd-pa-olika-omraden\/arbetsliv\/rekryteringssystem-och-kompetensdatabaser\/\"\u003eIMY – recruitment and personal data\u003c\/a\u003e, \u003ca href=\"https:\/\/www.do.se\/for-arbetsgivare-och-utbildningsanordnare\/aktiva-atgarder-for-arbetsgivare\/kontinuerligt-arbete-mot-diskriminering-fyra-steg\/rekrytering-utan-diskriminering\"\u003eDO – active measures\u003c\/a\u003e, \u003ca href=\"https:\/\/arbetsformedlingen.se\/For-arbetssokande\/Cv-ansokan-och-intervju\/Referenser\"\u003eArbetsförmedlingen – references\u003c\/a\u003e, and \u003ca href=\"https:\/\/eur-lex.europa.eu\/eli\/reg\/2016\/679\/oj\"\u003eEU General Data Protection Regulation\u003c\/a\u003e. The edition designation 2027 does not guarantee future legislative changes, and the material does not replace an individual legal assessment.\u003c\/p\u003e\n\n\u003c\/section\u003e","brand":"Svenska Dokumentmallar","offers":[{"title":"Default Title","offer_id":55781750767958,"sku":"REFERENSTAGNING-2027","price":79.0,"currency_code":"SEK","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0827\/2373\/3846\/files\/referenstagning-huvudbild-2027_b0a38a1c-d851-4db2-9cdf-b2f4d6c063a1.png?v=1792103856","url":"https:\/\/mallbutiken.se\/en\/products\/referenstagning-referenssamtal-fragor-gdpr-2027","provider":"Mallbutiken","version":"1.0","type":"link"}