{"id":10341,"date":"2022-12-21T06:48:16","date_gmt":"2022-12-21T14:48:16","guid":{"rendered":"http:\/\/recruitloop.com\/blog\/?p=10341"},"modified":"2023-05-11T15:08:13","modified_gmt":"2023-05-11T22:08:13","slug":"9-data-protection-tips-recruiters","status":"publish","type":"post","link":"https:\/\/www.zippia.com\/employer\/9-data-protection-tips-recruiters\/","title":{"rendered":"9 Data Protection Tips for Recruiters"},"content":{"rendered":"<p><!--Skip-->\n<link href=\"https:\/\/static.zippia.com\/galleries\/css\/htgaj.css\" rel=\"stylesheet\"\/>\n<p>Recruiters play an important role in achieving the set hiring goals\u00a0of an organization. In certain countries, there is also an act which is known as the \u201cData Protection Act\u201d which has provided rubrics for protecting\u00a0the personal information of employees and candidates from being mishandled. <\/p>\n<p>Recruiters should be aware of all the clauses within the appropriate\u00a0data protection legislation. This article includes several important\u00a0tips for recruiters.<\/p>\n<p><b>Key Takeaways<\/b><\/p>\n<ul class=\"large-bullets\">\n<li>\n<p>Don&#8217;t ask for unnecessary or irrelevant personal details from candidates.<\/p>\n<\/li>\n<li>\n<p>Use secure software to collect, manage, and store sensitive data.<\/p>\n<\/li>\n<li>\n<p>Don&#8217;t share candidates&#8217; personal details with companies.<\/p>\n<\/li>\n<\/ul>\n<p><img alt=\"9 Data Protection Tips for Recruiters\" src=\"https:\/\/www.zippia.com\/employer\/wp-content\/uploads\/2017\/06\/9-data-protection-tips-for-recruiters.png\" style=\"width:100%;\"\/><\/p>\n<h2 class=\"fancy\" class=\"fancy\" id=\"9-data-protection-tips-for-recruiters\">9 Data Protection Tips for Recruiters<\/h2>\n<ol class=\"ordered-list-large\">\n<li class=\"ordered-list-large-item\">\n<p><b>Protecting Personal Details<\/b><\/p>\n<p>Recruiters must clearly explain\u00a0the purpose of collecting the personal details of a\u00a0candidate. They must mention that the personal details of unsuccessful candidates are either deleted or retained for future consideration (with the candidate&#8217;s permission). <\/p>\n<p>It is illegal\u00a0to misuse the details of successful or unsuccessful candidates under any circumstances. A company must\u00a0protect the personal details of every candidate. How an organization handles the details of all its applicants also reveals a great deal about the professionalism of the company.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Strict Security Measures for Online Job Applications<\/b><\/p>\n<p>A\u00a0company\u2019s website must be protected against hacker attacks and foreign intrusion. All the information about candidates should be securely processed. <\/p>\n<p>Also, the submitted resumes should be made accessible only to those officials who are directly concerned with the recruitment process. Other employees should be restricted from viewing\u00a0the personal information of the candidates. It is also against recruitment ethics. <\/p>\n<p>If this information gets leaked then it would put a question mark on the credibility of the said company. Make sure that you have erased or safely stored the personal information and CVs of both the successful and unsuccessful candidates.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Avoid Asking for Irrelevant Sensitive Information<\/b><\/p>\n<p>Recruiters should devise the job application process in a way that is purely relevant to the appropriate position. The entire questionnaire should be formulated by keeping in view the key job criteria. These\u00a0details should be stored in a secure folder. <\/p>\n<p>Sensitive details, such as political leanings and religious and cultural beliefs shouldn\u2019t be asked by the recruiters because they are not related to the said job. <\/p>\n<p>If these questions are considered obligatory for the specific role\u00a0then the answers should never be\u00a0disclosed in public in order to save the candidate from potential\u00a0discrimination.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Email Encryption<\/b><\/p>\n<p>Make sure that you are using email encryption. It will protect the candidates\u2019 details from abuse\u00a0by a third party. Email encryption should also be used for any other correspondence related to the job besides recruitment purposes. Encrypt all outgoing emails before sending any recruitment-related material. <\/p>\n<p>Encrypted emails are protected and difficult to be accessed by malicious factors. Sometimes a company\u2019s own employees are involved in cyber crimes and they misuse official information. Thus, it is important to double-check the encryption on all recruitment-related activities.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Set Difficult Passwords<\/b><\/p>\n<p>Don\u2019t set easy-to-guess passwords. Always use a mix of characters, letters, numbers, and symbols for all\u00a0logins. It will help keep private information safe. Avoid using people&#8217;s names and company names as a password. <\/p>\n<p>In addition to this, passwords comprised of upper and lower cases are difficult to decode by hackers which makes it harder\u00a0to access the personal details of the candidates or employees that they want to use for carrying out illegal activities. <\/p>\n<p>Hackers are experts in breaking down easy passwords, which is why it is always advised at any forum to choose passwords carefully.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Disclosure of Personal Information During References<\/b><\/p>\n<p>Avoid disclosing candidates\u2019 details to companies when providing\u00a0<a href=\"https:\/\/www.zippia.com\/employer\/top-5-reference-check-questions-want-ask-shouldnt\/\" rel=\"noopener noreferrer\" target=\"_blank\">references<\/a>. There are always chances of fraud. Companies should not disclose the personal information of current or previous employees without their written consent. <\/p>\n<p>Sometimes an innocent employee can be exploited through the misuse of personal information.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Consult an IT Professional<\/b><\/p>\n<p>If you&#8217;re\u00a0a recruiter who is not tech savvy then you must consult an IT professional to help with data protection matters. An IT team can help a recruiter check through all the systems within\u00a0the company. They might also\u00a0help detect any illicit activity. <\/p>\n<p>Employees should be trusted but their systems should be inspected to identify any activity which could harm the company or the recruitment process. <\/p>\n<p>This case has been reported by various companies where a company\u2019s employees are involved in leaking employment-related information to third parties for illegal purposes.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Upgrade Your Security Software<\/b><\/p>\n<p>You should install the latest antivirus programs. Security software should be updated regularly to combat impending hacker attacks that might misuse the personal details of candidates and employees. <\/p>\n<p>Also, make sure that private information is always shared\u00a0face-to-face. Avoid dispersing personal details via\u00a0email etc.\n<\/li>\n<li class=\"ordered-list-large-item\">\n<p><b>Delete Records of Terminated Employees<\/b><\/p>\n<p>Managers should delete the records of those employees who\u00a0have left the company. It is against the company\u2019s ethics to retain the personal records of terminated employees unless they have committed any fraud with the company. This information is then used for legal actions against that employee.\n<\/li>\n<\/ol>\n<div ckmz=\"zippia\">\n<div class=\"row\" onclick=\"location.href='\/employer\/?src=inlinePostAJob-10341';\" style=\"font-size: 14px;color: #333; background: #fff; width: 100%; border: 1px solid #d8dee2; border-radius: 0 0 5px 5px; padding: 20px; justify-content: space-between;box-shadow: 0 18px 20px -20px rgb(0 0 0 \/ 15%); margin:0px; cursor:pointer;\">\n<div class=\"col-sm-8 col-xs-12\" style=\"-webkit-text-size-adjust: 100%; -webkit-tap-highlight-color: rgba(0,0,0,0); --vh: 12.87px;font-size: 14px;line-height: 1.42857143; color: #333; font-family: Open Sans,serif;font-style: normal; box-sizing: border-box;\">\n<div style=\"display: inline-block;margin-top: 10px;font-weight: 600;font-size: 20px;\">Get Started Hiring Now<\/div>\n<\/div>\n<div class=\"col-sm-4 col-xs-12\" style=\"font-weight: 600;font-size: 16px;line-height: 24px; text-align: center; text-transform: capitalize; color: #fff; background: #ff6000; border-radius: 4px; height: 48px; border: none; font-family: Open Sans,serif; display: -webkit-flex; display: flex; -webkit-justify-content: center; justify-content: center; -webkit-align-items: center; align-items: center;\">\n<a href=\"\/employer\/?src=inlinePostAJob-10341\" style=\"color: white!important;\">Post A Job<\/a>\n<\/div>\n<\/div>\n<\/div>\n<h2 class=\"fancy\" class=\"fancy\" id=\"data-protection-tips-faq\">Data Protection Tips FAQ<\/h2>\n<ol class=\"ordered-list-large\">\n<li class=\"ordered-list-large-item\">\n<p><b>How do you manage data in recruitment?<\/b><\/p>\n<p>You manage data in recruitment by using the right software, complying with all regulations, and putting data management processes in place.<\/p>\n<\/li>\n<\/ol>\n<p> Using software with strong data security and management tools to collect and organize candidates&#8217; information is key to managing data in recruitment.<\/p>\n<p>In addition to this, making sure you understand and are compliant with all data management and privacy regulations is also vital. Having well-thought-out, consistent data management processes in place will help you accomplish this.<\/p>\n<li class=\"ordered-list-large-item\">\n<p><b>What kind of data do recruiters use?<\/b><\/p>\n<p>Recruiters use data such as names, phone numbers, and email addresses of job applicants.<\/p>\n<\/li>\n<p> Recruiters handle a large amount of personal information that hackers would love to get their hands on. As a result, it&#8217;s vital that they take steps to keep this data secure.<\/p>\n<li class=\"ordered-list-large-item\">\n<p><b>Why is data protection important in recruitment?<\/b><\/p>\n<p>Data protection is important in recruitment because recruiters have to collect sensitive personal information from candidates.<\/p>\n<\/li>\n<p>If recruiters aren&#8217;t careful with this data, it could get stolen, creating a myriad of problems for the job candidates affected and damaging the recruiter&#8217;s and recruiting company&#8217;s reputations. It can also create legal trouble for these parties.<\/p>\n<h2 class=\"fancy\" class=\"fancy\" id=\"final-thoughts\">Final Thoughts<\/h2>\n<p>Hopefully, these tips will help you\u00a0protect the personal data of job applicants. Management should not neglect the security concerns which could arise if the personal information of employees or applicants is\u00a0misused by a third party.<\/p>\n<p>All the steps in the recruitment process\u00a0should be carried out with utmost care\u00a0by hiring managers and recruiters. Technology has given innumerable options to help protect the data of the candidates which should be used to enhance the security of the personal information collected throughout the process.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>All recruiters should be aware of any pieces of data protection legislation. This post contains various data protection tips for recruiters. A must read.<\/p>\n","protected":false},"author":13,"featured_media":13332,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[106,160],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>9 Data Protection Tips for Recruiters<\/title>\n<meta name=\"description\" content=\"All recruiters should be aware of any relevant pieces of data protection legislation. This post contains several tips for recruiters. 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