Background checks by the Grand Ducal Police

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The background check stipulated by the European regulation:

  • aims to strengthen civil aviation security; and
  • serves as a preventative measure against threats to public security.

This regulation distinguishes between:

  • the enhanced background check (valid for 12 months); and
  • the standard background check (valid for 36 months).

The type of background check the applicant must undergo depends on the activities related to airport security that their job entails.

Who is concerned?

Persons who:

  • reside in Luxembourg or abroad; and
  • carry out an activity related to security at Luxembourg Airport.

Persons who must pass a standard background check

The following persons must pass a standard background check:

  • those who implement screening measures, access control or other security controls in places other than in a security restricted area; or
  • those who have unescorted access:
    • to air cargo and mail;
    • to air carrier mail and air carrier material;
    • to in-flight supplies and airport supplies.

Persons who must pass an enhanced background check

The following persons must pass an enhanced background check:

  • those who need an airport access card;
  • those who need a 'crew card' as part of their duties;
  • those who work as security agents and carry out checks at the airport, and the managers of such agents, who also need an airport access card;
  • those who have administrator rights;
  • those who have unsupervised, unlimited access to critical data and information and communication technology systems used for civil aviation security;
  • those who are subject to a request from the Directorate of Civil Aviation (DAC):
    • EU aviation security instructors and independent validators;
    • the security managers of the regulated agents;
    • the security managers of the known consignors;
    • the security managers of the regulated suppliers.

Prerequisites

Any person who has access to the security areas of Luxembourg Airport must pass a background check.

Costs

A EUR 25 stamp duty (timbre de chancellerie) must be paid before making the application unless the applicant is a civil servant or state employee acting in their professional capacity, or when the applicant concerned has changed employers.

Proof of payment of the stamp duty must be attached to the application.

How to proceed

Submitting the application

The application for the background check must be submitted to the Grand-Ducal Police online through MyGuichet.lu by:

  • the business entity to which the applicant belongs: in this case, the 'business eSpace' application must be used; or
  • if there is no such business entity, by the applicant themselves: in this case, the 'private eSpace' application must be used.

This application must contain the following information:

  • the applicant's personal information;
  • the type of employment contract or legal relationship binding the applicant to Luxembourg Airport;
  • a list of the applicant's successive places of residence within the past 5 years;
  • information on the applicant's jobs, studies and gaps in activity within at least the past 5 years. Any gap in employment or higher education longer than 28 days must be explained.

Supporting documents

The applicant must attach the following documents:

  • a declaration (see 'Forms / Online services' below) that is signed by the applicant and contains:
    • the authorisation for a background check;
    • the authorisation to request any information relating to this application that is available and directly accessible to the competent national authorities, or any equivalent document from the competent authorities of the country or countries of residence during the last 5 years or of which they are a national;
  • a copy of a valid identity card or passport;
  • an ID photo;
  • extracts from the applicant's criminal record issued within the past 3 months by the countries appearing on the list of places where the applicant has resided within the past 5 years;
  • proof of payment of the EUR 25 stamp duty. The tax stamp is not required if the applicant is a civil servant or state employee acting in their professional capacity, or when the applicant has changed employers;
  • the stamp and signature:
    • of the business entity to which the applicant belongs, preceded by a statement by this entity certifying the merits and reasons for the application; or
    • in the absence of such an entity, other documents establishing the applicant's legal relationship with Luxembourg Airport;
  • proof of employment and studies for the past 5 years;
  • a residence certificate issued within the past 3 months;
  • any additional document deemed useful for reviewing the application.

Communication/notification of the decision

The applicant is notified of the results and decision regarding the background check.

Duration of validity

Enhanced background checks are valid for 12 months.

Standard background checks are valid for 36 months.

Renewal

The renewal of a background check:

  • must be requested no earlier than 6 months and no later than 4 months before the expiry of the current background check;
  • takes effect at the end of the validity period of the prior decision.

Sanctions

Violations of the legal provisions may be punished by:

  • imprisonment of up to one year; and
  • a fine of up to EUR 5,000;
  • or either of the above penalties.

In the event of repeat offences within 5 years from the date on which the offender has served their penalty or the penalty has lapsed, a penalty that is double the maximum carried by the offence may be decreed.

Review of the file

Appeals at the end of the procedure

Persons who have failed the background check are notified by registered letter with acknowledgement of receipt. This notice outlines the ordinary means of recourse available to the applicant to lodge an appeal against the decision, where applicable.

Online services and forms

Who to contact

Background and Security Checks Section

Related procedures and links

Procedures

Applying for a criminal record certificate Certificate of residence

Links

Legal references

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