HR and Candidate Privacy: Handling Important Data Across All Platforms

We’re living in a digital age, where privacy has become a top concern for both individuals and businesses alike! In the middle of this, lies the human resources (HR) department. As custodians of both employee and candidate information, HR professionals have the sensitive task of handling personal data across a whole host of different platforms. 

With that in mind, we’re going to explore HR and candidate privacy in more detail in this blog, revealing some of the challenges and best practices when it comes to managing important data. So, let’s get started.

The importance of privacy in HR

There’s only one place to begin, and this is by setting the stage as to why privacy is so vital in the field of HR. 

Well, just think about all of the information that HR departments manage. The following is just a snapshot:

Personal information

• Employees’ names
• Addresses 
• Phone numbers
• Email addresses
• Date of birth
• Marital status
• Emergency contact details

Identification documents

HR may collect and keep copies of employee identification documents, such as:

• Passports
• Driver’s licenses
• Social security numbers

Employment history

HR will maintain records of employees’ previous employment history, including:

• Resumes
• Job applications
• References
• Performance evaluations 

Payroll and financial information

• Salary or wage information
• Tax withholding forms
• Banking details for direct deposit 
• Other financial details relating to compensation and benefits

This merely scratches the surface! HR professionals have a treasure trove of data, which includes everything from training and development records to leave and attendance records. 

Because of this, if a data breach were to happen, it could be hugely, hugely damaging! Just think of the amount of data a cybercriminal would have on a person if they were to successfully hack into an HR department account.

The consequences would be monumental! We’re talking about financial penalties, loss of reputation, and the erosion of trust between your business and your employees. 

Ensuring the confidentiality and integrity of such data is not just a matter of ethical responsibility but also legal compliance. 

Challenges in managing candidate data across platforms

Moving into the digital world has been massive for HR! Recruitment and management now have a whole host of possibilities. 

But, as is the case with anything in life, there are hurdles along the way! So, shall we take a look at some of the challenges HR faces when it comes to managing candidate data across various platforms?

1. Platform proliferation

With each new app and platform, there’s a fresh way for you to connect with candidates. Of course, LinkedIn is the first thing that springs to mind! But there are always specialized recruitment platforms as well. To be honest, the variety on offer nowadays is staggering! However, it isn’t always the case that the more the merrier. After all, the more platforms = the more places where data can potentially go astray.

2. Varied privacy standards 

Every platform dances to its own tune, especially when it comes to privacy. What’s secure on one platform may be open season on another! Inconsistency like this can be a nightmare for HR when it comes to handling data securely and uniformly. 

3. The data collection puzzle

Imagine trying to put together a 1,000-piece puzzle. Sounds challenging, but exciting and manageable, right? Now, what if the pieces kept changing shape all of the time? Not so easy, right? Well, that’s what it feels like when gathering client data across various platforms. Each platform has its own data collection method, which can make it a monumental challenge to piece everything together to paint a coherent picture. 

4. Security risks galore

With great data comes great responsibility! And, great risks! Every platform is a new door, and you never know which door could potentially swing open and welcome a hacker in. It’s a constant battle to keep these doors locked tight so that evolving security threats are kept at bay. 

5. Compliance conundrums

The challenges just keep on coming! There are so many different privacy regulations, which vary based on region, platform, or other specifics. We’re talking about everything from GDPR to CCPA. It’s not easy to ensure compliance across all platforms but it is essential. 

Handling important data across all platforms securely 

Now that you’ve got an understanding of why data security is so important, as well as the challenges faced, let’s dive into how we can handle important data effectively and securely. We’ll take a look at different scenarios and tips to give you a helping hand. 

Best practices for mobile app cookie consent

Imagine you’re downloading a new app for your smartphone. You’re then greeted with a pop-up that asks you to accept cookies and permissions. How often do you click “accept” without giving it a second thought?

In the world of HR, where apps are going to be collecting sensitive candidate information, this moment holds much more weight. You cannot simply click accept and forget about it! Consent cookie management for apps is something you need to take seriously. 

Why consent matters:

In an era where personal data is gold, it’s vital to make sure that candidates understand what they’re consenting to. This is not simply good practice – it’s the cornerstone of trust and transparency. 

A candidate trusting you with their personal data is the first step in building a lasting relationship!

How to go about it:

• Transparency is key – Clearly explain what data you’re collecting and why you’re collecting it! No jargon. No small print. 
• Simplicity wins the game – Consent requests need to be straightforward. If you make it complicated, you may lose a candidate in the process.
• Give control back – Allow candidates to easily choose what they consent to. Empowerment is a powerful engagement tool! 

When you incorporate these practices, it’s not just about compliance; it’s about showing respect for candidate privacy right from the get-go!

Ensuring privacy in employee benefit schemes

Now, let’s take a look at another important job HR professionals have; managing employee benefits schemes! Employee benefits play a massive role in attracting and retaining the best talent. But this won’t be the case if your employee benefits scheme accidentally leads to a major data breach!

Think about it; all of those amazing health insurance, retirement plans, and wellness programs involve sharing a lot of personal information, right?

So, you need to create a safe space…

Just like going for a health check-up, you want the process to be secure and confidential! It’s vital that employees feel like their data is being handled with care.

What steps can you take?

• A good place to start is by educating your team. Make sure everyone understands what data is being collected for benefits schemes and how it is being used. 
• Next, choose providers wisely! Partner with benefits providers that clearly prioritize data privacy and are transparent about their data handling practices.

Secure email communication

We cannot mention data privacy without mentioning email use. After all, emails are the lifeblood of corporate communication. But, they’re also vulnerable to breaches. 

What can you do to fortify your email communications?

Here are three solid strategies:

• Encryption – Use email encryption so that sensitive information is protected while you’re sending an email to someone. Encrypted emails can only be read by the intended recipient, ensuring prying eyes are kept at bay. 
• Phishing training – Regularly train employees so that they recognize and report phishing attempts. Just one click on a malicious link can compromise your entire data ecosystem. 
• Access control – Implement need-to-know access for sensitive information. Not everyone needs to see all the data! With access controls in place, you can reduce the risk of accidental or intentional data leaks.  

Staying safe and secure in the world of HR

We hope that this blog post has given you a great insight into the world of data management in HR. There’s no denying that there are a number of hurdles and challenges that will be faced. However, if you follow the strategies that we have discussed above, and you make sure that you continue to monitor and adapt, as the world of security always evolves, you’ll put yourself in a great position to manage these risks effectively. Remember, it’s not just about privacy and security; it’s also about trust and making sure that your employees feel safe and valued.