Extract from the criminal record of a legal person

An extract from the criminal record is a document containing details from the national criminal records register which is used to check a person's criminal background (a natural or legal person). The criminal record shows if a person has been convicted in the past or not.

For instance, it will allow an applicant to provide adequate guarantees of good conduct and integrity in the context of an application for a business permit.

The criminal records register contains the sentences pronounced by the Luxembourg criminal jurisdictions and may also contain sentences pronounced abroad.

As a matter of fact, according to the European Criminal Records Information System (ECRIS) and for the purposes of centralisation, the sentences pronounced in an EU Member State are automatically notified to the Member State in which the legal person has established its registered office.

The extract from the criminal record of a legal person can be requested:

  • either remotely (via internet, email, post or fax);
  • or in person, at the Criminal Records Department (Service du casier judiciaire) in Luxembourg city.

The Criminal Records Department issues criminal record certificates (extracts) free of charge to natural persons and legal persons who so request. It will also issue criminal record certificates to certain administrations authorised by Grand Ducal regulation, but who must nevertheless first obtain the concerned person's approval.

The extracts from the criminal record are in French.

Who is concerned

Each legal person with their effective registered office in Luxembourg can request an extract from their criminal record. Extracts from the criminal record of legal persons having their effective registered office abroad must be applied for to the competent authorities in the country concerned.

An extract from the criminal record may have to be provided:

  • in the case of an application for a business permit in order to access certain professions;
  • to access a profession in the healthcare sector;
  • in response to an employer's request within the frame of a recruitment process or the management of personnel, e.g. when someone is employed:
    • to carry out a professional or voluntary activity which includes regular contact with minors (special record "Protection of minors");
    • for certain professional sectors of activity (private sector, private security, cash transportation, etc.);
  • in response to a public procurement contract (extract from the criminal record of the legal person if it concerns a company, or of the natural person in the case of a sole trader), etc.

Costs

The extract from the criminal record is issued free of charge to the natural or legal person who applies for it.

How to proceed

Extract from the criminal record of a legal person

Online application

Applicants may submit a request for a criminal record certificate for legal persons directly via internet after having identified themselves on MyGuichet.lu with a LuxTrust product or an electronic identity card and by providing:

  • a scanned copy of their identity card, passport or residence permit;
  • a recent extract from the Trade and Companies Register providing proof that the applicant is duly authorised to act and sign on behalf of the company.

The applicant must specify the number of certificates they need.

If the criminal record is "clean", the extract will be sent by post to the address of the company's registered office.

Application by email, fax or post

Applicants can submit a request (on plain paper) for an extract from the criminal record of a legal person by email, fax or post to the Criminal Records Department together with:

  • a legible copy of their identity card, passport or residence permit;
  • a recent extract from the Trade and Companies Register providing proof that the applicant is duly authorised to act and sign on behalf of the company.

The applicant must specify the number of certificates they need.

If the criminal record is "clean", the extract will be sent by post to the address of the company's registered office.

Application in person at the Criminal records department in Luxembourg city

Applicants can request an extract from the criminal record in person at the Criminal records department. They have to present:

  • their identity card, their passport or their residence permit;
  • a recent extract from the Trade and Companies Register providing proof that the applicant is duly authorised to act and sign on behalf of the company.

The applicant must specify the number of certificates they need.

Applicants will then receive the requested extract from the criminal record on the spot.

Extract from the criminal record with a criminal sentence

It must be noted that the Criminal Records Department will only send the extract from the criminal record by post if the record is clean.

Applicants with a criminal sentence in the record will be informed by post that they must come in person to the Criminal Records Department to collect the extract.

It is possible to mandate a third party to collect the extract at the Criminal Records Department by providing them with a written power or attorney.

Applicants (natural or legal persons) have to provide proof of their identity, and eventually of their capacity, when they collect the extract at the Criminal records department.

They must present themselves with:

  • their identity card, their passport or their residence permit;
  • a recent extract from the Trade and Companies Register providing proof that the applicant is duly authorised to act and sign on behalf of the company.

Sentences registered in the criminal record

The criminal records register contains the sentences pronounced by the Luxembourg criminal jurisdictions and may also contain sentences pronounced abroad. In accordance with the European Criminal Records Information System (ECRIS) and for the purposes of centralisation, the sentences pronounced in an EU Member State are automatically notified to the Member State in which the legal person has established its registered office.

The register is kept by the public prosecutor's office, in the form of an electronic file, under the responsibility of the State Public Prosecutor.

Criminal records contain, in particular:

  • irrevocable sentences for correctional or criminal offences handed down in Luxembourg;
  • irrevocable sentences for summary offences (peine de police), other than parking offences.

Irrevocable sentences for correctional or criminal offences handed down by foreign jurisdictions are recorded in the criminal records register, provided that:

  • the convicted legal person has its effective registered office in Luxembourg;
  • the sentence is notified pursuant to an international convention;
  • the punishable act is deemed to be a correctional or criminal offence under Luxembourg law.
In the event of any dispute concerning the entries listed in the police record, an appeal may be made to the Council Chamber of the Court of Appeal.

If a convicted person is rehabilitatedréhabilitation: a status pursuant to which one's former rights are reinstated after a sentence is completed—the relevant entry is deleted from the criminal record within 5 to 20 years (depending on the length of the sentence). The overturning of a conviction puts an end to all incapacities and forfeitures that resulted from said conviction until then.

The judicial discharge is then established as of right, or granted upon request to the Council Chamber of the Court of Appeal.

Sentences handed down by foreign courts are deleted from the Luxembourg criminal record if the country of prosecution provides notification of the deletion of the convictions from the criminal record, or of rehabilitation.

Content of the different criminal records issued

The Criminal Records Department issues the following records.

Record no. 1

Content of record no. 1

Record no. 1 in the criminal records register of a legal person shows all the sentences handed down in respect of said legal person.

Issuing record no. 1

Record no. 1 of a legal person is issued to the judicial authorities within the framework of a criminal procedure.

It will also be issued to the lawyer assisting or representing the legal person concerned as a defendant before a court, or, in the absence of a lawyer, to the legal representative of the legal person (e.g. the company director). In this case, the criminal record certificate is not issued by the Criminal Records Department, but by the secretariat of the jurisdiction concerned.

Record no. 2

Content of record no. 2

Record no. 2 in the criminal records register of a legal person shows all the correctional or criminal sentences handed down in respect of said legal person. The record will show the following sentences:

  •     fines (with the exception of suspended sentences);
  •     the confiscation of property belonging to the legal person;
  •     exclusion from participation in public procurement contracts; and
  •     dissolution of the legal person.

Issuing record no. 2

Record no. 2 is issued on request to state and communal administrations and to public legal persons, presented, within the framework of their statutory tasks, with an application from the legal person concerned, provided said legal person has given a written consent on paper or by electronic means with regard to the issue of the record.

Record no. 3

Content of record no. 3

Record no. 3 in the criminal records register of a legal person shows all the correctional or criminal sentences handed down in respect of said legal person.

These are the same sentences as those in record no. 2, except for sentencings to a fine of EUR 25.000 or less or to several fines whose total amount is EUR 25.000 or less.

Issuing record no. 3

With respect to legal persons, record no. 3 is issued:

  • either to a person who is authorised to act and sign on behalf of the legal person concerned, and who can present a valid identity document and a recent extract from the Trade and Companies Register;
  • or to a third party who can present a recent extract from the Trade and Companies Register, a power of attorney from a person who is authorised to act and sign on behalf of the legal person concerned and a copy of a valid identity document from the signatory of the power of attorney.

Record no. 3 is issued on request to state and communal administrations and to public legal persons, presented, within the framework of their statutory tasks, with an application from the natural or legal person concerned, provided said person has given his/her approval with regard to the issue of the record.

Issuing criminal records to a foreign authority

Extracts from the criminal record can be issued, under certain conditions, to the competent authorities in EU Member States or to the competent authorities in third countries within the framework of international conventions.

Forms / Online services

Extract from the criminal record of a legal person - online service

To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.

That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).

Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.

Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.

Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.

If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 15, boulevard du Jazz L-4370 Belvaux.

By submitting your application, you agree that your personal data may be processed as part of the application process.

Extrait de casier judiciaire pour personne morale - service en ligne

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 15, boulevard du Jazz L-4370 Belvaux.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Auszug aus dem Strafregister für juristische Personen - Verwaltungsvorgang online

Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.

Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.

Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.

Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.

Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.

Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 15, boulevard du Jazz L-4370 Belvaux).

Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.

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