How should I manage data as a recruiter?
It’s a common grey area in the industry, despite the recruitment process being extremely data-heavy.
From names and addresses to email, telephone numbers and employment histories, candidate applications are teeming with personal information that recruiters must protect. ⚔️
With the rise of technology and digital processing, personal data is on the agenda.
Legal Jobs reported a 53% increase in people’s concerns over privacy issues online in 2019.
For recruiters to manage data appropriately, they must adhere to the laws to keep their candidate’s personal information safe. 🔒
Recruitment Data Management 📈
Managing data is essential for recruiters otherwise you can concede costly fines.
The higher tier fines can exceed 20m euros or 4% worldwide turnover for the proceeding financial year, whichever is higher.
This is enforced by the EU General Data Protection Regulation (GDPR) authorities.
What Part Does GDPR Play? ⚖️
GDPR was established and first published in 2016.
Despite being based in the European Union and surrounding economic area, it also addresses the transfer of personal data outside of the EU.
The GDPR has seven main principles:
- Lawfulness, fairness and transparency
- Purpose limitation
- Data minimisation
- Accuracy
- Storage limitation
- Integrity and confidentiality
- Accountability
These seven principles must be applied to a recruiter’s data management methods.
There are some minor adjustments to UK GDPR known as the DPA (Data Protection Act) 2018.
How Should I Manage Data as a Recruiter? 📉
Firstly, you need to get a clear understanding of what data you are processing.
Then, how are you processing it and where it is being applied.
Secondly, establish why you have the data. How and why have you acquired it?
How secure is it?
Are you sharing with third parties?
Thirdly, familiarise yourself with the six lawful processing laws:
- Consent
- Contract
- Legal obligation
- Vital interests
- Public task
- Legitimate interests
Fourthly, be aware of the data subjects’ rights.
Fifthly, when applying for consent, you need to make sure:
- It is given freely
- It is informed
- It has a specific purpose
- Reasons for consent are clearly stated
- It is explicit
Sixthly, make sure you retain complete control over data.
Seventhly, keep all records of data subject forms and documents.
All information processed and collected must be protected.
Eighthly, prepare for data breaches.
Ninthly, if you can afford to, appoint a Data Protection Officer (DPO).
A DPO can take care of data processing and collection, especially if you are a larger organisation.
Finally, start a Data Protection Impact Assessment (DPIA).
To make things easier, you should invest in automated tools that can help streamline this important personal protection process.
How Often Should I Cleanse My Data? 🗄️
As a recruiter, data should only be stored only as long as you need it.
Storing unnecessary data can prove a hindrance, so cleansing it becomes a useful process.
Storing and sourcing personal candidate data is only necessary if you plan on contacting the individual within 30 days.
What Rights Do I Have Over the Data? 🗂️
As much as you must consider the rights of the people whose data you collect, you also have rights to the data as a collector.
You have the right to collect data only if it is truly relevant.
The more personal the data, the more fragile it is.
To verify whether you need to have the right to data as a recruiter, ask yourself these questions:
- Do you have the right to be informed?
- Do you have the right to access it?
- Do you have the right to rectification?
- Do you have the right to erasure?
- Do you have the right to restrict processing?
- Do you have the right to data portability?
- Do you have the right to object?
Remember, what the sensitive personal data categories are:
- Race/ethnicity
- Sexual orientation
- Gender identity
- Religious beliefs
- Politics
- Genetics
- Disabilities
- Health information
- Union memberships
Keep Levelling up Your Recruitment Agency ✅
There is lots of data processing information, laws, policies and procedures you must keep up with as a recruiter.
Luckily for you, you can invest in a piece of software that takes all data protection processing/collection into account.
AdBuilder will save you time on your job ads so you can focus on managing your recruitment and protecting personal data.
AdBuilder also has AdGrader software. AdGrader checks for inclusivity and diversity standards on all your job ads.
Saving you even more of a headache during the recruitment process.
To discover how to streamline your recruitment process so you can protect personal data more efficiently and effectively, visit AdBuilder today.
