Numerous companies have access to a considerable amount of various sensitive data. This requires them to take adequate steps to prevent that information from falling into the wrong hands. This is especially true when it comes to recruiters who often handle a considerable amount of personal information of various individuals.
In the event that this information is compromised, such as through a breach in security, the recruiter could potentially be held responsible. More than that the whole company’s reputation may be tarnished, and your applicants could face issues such as identity theft.
If you are concerned about the security of your candidates’ data, consider following these important steps to keep all private information safe.
Install and Update Security Software
One of the easiest and most effective steps that you can take to protect vital data is to use antivirus and anti-malware software. Your IT team can help you to identify the best products available on the market today and to make the upgrade for you.
Remember that updates should be made on a regular basis, and this includes all the software you use to handle your candidates’ data, as well as the operating system. If you access vital information using mobile devices, remember to make sure they’re protected as well. Your IT team can help you to choose the best safety solutions.
Train Your Staff
Each member of your team can potentially cause a data breach or a security issue, and this may be unintentional. Your team should understand the ways that breaches can occur and what steps that they should reasonably take to protect sensitive data.
For example, they should be aware of the risks of using public Wi-Fi and only use secured connections to access sensitive data. Your employees should also know how to create a strong password and how to recognize phishing attacks.
Regular technology and security training can help each member of your team safeguard vital data in different ways. Since threats and technology constantly evolve, training should be an ongoing process.
Secure Your Website
If you have an online application form, you will gather a significant amount of sensitive information through your website. This sensitive data needs to be safeguarded so that unauthorized third parties can’t intercept it.
You can start by protecting your website with Secure Sockets Layer (SSL) technology. This will ensure that there is an encrypted link between the applicants’ browser and your server. On top of that, you need to ensure that only authorized personnel in your office can access the information that has been submitted to you.
For example, your receptionist and financial team may not need access to your applicants’ personal information, unlike recruiting agents who need access to this information to complete their job functions.
While some sensitive information may be submitted to your office through your professional website, other information may be submitted via email. All correspondence via email should be secured with encryption as well as with strong passwords.
Some email platforms have built-in encryption, such as with Google’s Gmail platform. Be aware, however, that your recipient’s email platform also affects security of the messages. Because you cannot control the email platform that other parties use, it is important to add another layer of security on your own system.
For example, your IT team can use additional software or plugin applications to bolster security. Talk to your IT team about email encryption to learn more about what steps need to be taken to maximize data security.
Don’t Ask for Irrelevant Information
The application process should be formulated in such a way that it doesn’t require the candidates to disclose irrelevant personal information. The more information that you and your team ask for from your candidates, the greater the risk that you’ll collect something that might be useful to hackers in case of a security breach.
You do not need to ask for personal, identifying information, such as a Social Security number or birth date, until a job offer is made and accepted. You should only ask your applicants for relevant information that is vital to the position that they are applying for.
Recruiters need to gather vital and sensitive information from job applicants on a regular basis. They also need to store much of this information. Your ability to collect this information in secure manner and to keep it safe and secure are important aspects of your job. You can work with your IT team to learn about extra steps that you can take