How to Ensure GDPR Compliance While Recruiting?
Ensuring that your organisation is meeting its compliance requirements is essential for all aspects of its operations, and, this extends to the recruitment process, too. After all, the recruitment process will require the handling and storing of your applicants’ sensitive personal data, and this must be done whilst adhering to the UK’s rigorous compliance regulations.
The Importance Of Compliance.
Whilst we may have left the EU, the current law in the UK means that organisations are still required to follow similar requirements. Failure to meet compliance rules can lead to severe financial (and reputational) penalties, meaning that it’s significant to ensure that all standards are met.
The regulations for data compliance cover six main criteria, which must be upheld by all organisations that process personal information. These criteria state that such data must be:
- Used fairly, lawfully and transparently
- Utilised for specified, explicit purposes
- Used in a way that is adequate, relevant and limited to only what is necessary
- Accurate and, where necessary, kept up to date
- Kept for no longer than is necessary
- Handled in a way that ensures appropriate security (including protection against unlawful or unauthorised processing, access, loss, destruction or damage)
Furthermore, there is more stringent data compliance required for more sensitive personal data, relating to aspects such as race, disability, sexual orientation, biometrics used for authentication purposes), political views and religious beliefs. Safeguards are also essential for information relating to any criminal convictions or offences held by an individual.
The Challenge For Recruitment.
A key part of the modern recruitment process is the screening of candidates. This includes background and reference checks, and frequently psychometric or another testing too. The rise of AI-powered cloud-based recruitment applications has meant that. Greater portions of the screening process can now be carried out effectively online, with the latest technology even able to assess a candidate’s performance in a video interview. Meeting compliance in our increasingly data-driven, digital age is, therefore, a considerable challenge for anyone overseeing a recruitment process.
Employers, also known as data controllers in GDPR compliance terms, must be sure to convey why they need to collect personal information. And do so ly for a specified and legitimate purpose. In recruiting circumstances, this means that only data relating to the job may be sourced. And there must be the intention of contacting candidates within a 30-day limit. They must also obtain consent before processing sensitive personal information relating to characteristics such as race, disability or sexuality. Additionally, there must be a clear and prominent way for candidates to withdraw their consent. If they so choose, and transparency as to how the data is stored. As a result, the task of meeting GDPR can be a considerable one, but happily, implementing specialised GDPR recruitment software can take care of it for you.
Use GDPR Recruitment Software To Ensure Compliance.
The best way to stay in control of all of the GDPR compliance requirements is to add GDPR recruitment software to your candidate management infrastructure. Such a software application will quickly prove invaluable to the modern recruitment process. It can not only handle all aspects of compliance but, also help streamline the candidate selection process, saving time and improving efficiency.
Such software will be able to automate operations such as client communications (ideal for managing consent confirmations). It gives you the ability to track documents with ease. And ensure that crucial notes are not deleted, thereby keeping your database’s integrity intact. With the highest security protocols, using GDPR software also successfully protects data, and provides regular backups. And if a candidate should exercise their right to be forgotten, this can be achieved simply whilst recording the action for auditing purposes.
The Right Choice.
It, therefore, makes sense to choose GDPR recruitment software as a means of ensuring that all compliance requirements are upheld. Doing so will alleviate any concerns relating to data handling and storage. It protects your organisation from costly fines or reputational damage that can result from compliance failures. Furthermore, the efficiency gains will make it a cost-effective solution. That will be sure to greatly improve the entire recruitment process.