How To Ensure Your Recruitment Process Is GDPR-Compliant

GDPR — the General Data Protection Regulation — has been top of mind for any businesses that operate in the EU since the law came into effect. GDPR represents a hugely important shift in data privacy regulation, the culmination of years of increasing international attention to data usage. But what is it, exactly? And why is it so important?

Here’s a brief overview of GDPR:

  • Came into effect 25 May 2018
  • Impacts all European Union member states
  • Regulates data usage and increases data protection within those states
  • Fines any organisations that fail to comply with regulations, up to £18.2 million (€20 million)

No organisations have been fined as yet for noncompliance under GDPR — by now, the majority of businesses are fully compliant — but it’s still a pressing issue. Watchdogs are on high alert; fines can mount quickly for any business that lapses into noncompliance.

Establishing — and in particular, maintaining — that compliance is a tricky undertaking. At the same time, it’s essential, not just because it’s mandated by law: it’s also a key facet to ethical practices and customer trust. As data worries mount, more people want to feel assured that businesses take data protection seriously. Organisations that demonstrate integrity, trustworthiness and compassion around data usage will thrive.

Recruiters, Take Note

Recruiters in particular need to be conscious of GDPR requirements: you handle sensitive personal data daily, such as contact information, resumes or even bank details.

To comply with GDPR, you need to make sure that your recruitment process:

  • Has a clear privacy policy outlining how you’ll use a candidate’s data and how long you’ll retain it
  • Makes candidates aware of that policy before they submit info to you
  • Enables candidates to easily withdraw any personal information after it’s been submitted
  • Has a process to remove old data from your system when it’s no longer needed
  • Demonstrates sufficient security practices to protect that data

Essentially, you need to convey to candidates how you will manage their data in compliance with these regulations proactively and transparently. This applies even if you use a data processor: as a recruiter, you are the data controller who captured that information, so your organisation still has the burden to ensure compliance.

Methods to Stay Compliant

Despite the far-reaching impact of GDPR and the threat of fines, you shouldn’t be scared to incorporate data into recruitment. Data is absolutely integral to effective recruiting. You just need to make sure you’re using that data properly.

There are some definitive steps you’ll need to take, all of which roll up into the broad umbrella of data organisation methods. You can organise your database manually, or with the assistance of automated recruitment software.

The Manual Option:

1. Get rid of Excel sheets or piles of folders.

If your process relies on manual data collection in Excel sheets, or your candidate files are stored in a messy pile of folders on your desk, it’s time to upgrade your system. That data sits exposed and at risk with inadequate security, and there is insufficient transparency into your data use policies.

While it’s possible to be compliant with those cumbersome processes, it’s intensely time-consuming and difficult. Instead, store your data within an platform with more robust security — even Google Drive is protected by encryption.

2. Write up a privacy policy in line with GDPR.

Make sure that you write up a comprehensive privacy policy that covers all the factors we outlined above. Post that privacy policy on your recruitment forms. You need to ensure that any candidate who submits info to you has first had the chance to read the policy and agree to it.

3. Know where all data is, and be responsive to all data removal requests.

You’ll need to establish a thorough procedure for data processing in order to comply with data removal regulations, because all individuals are entitled to the “right to be forgotten.

To properly comply with any removal requests, you must be able to locate that data as needed. You’ll also need to respond speedily and effectively to all requests.

Disorganised or inefficient systems will be your Achilles heel here and can put you at risk of noncompliance suits. If you’re digging through old folders to make sure you really have found every piece of information related to that individual, you’ll struggle to be compliant and will waste time.

4. Keep careful track of when data was received.

The “right to be forgotten” also covers how long you can hold onto data. Essentially, when someone’s data is no longer relevant and your organisation doesn’t have a legitimate interest in retaining it, you need to delete that data.

This might apply to old candidates who weren’t hired: if there’s no reason for you to retain their data, you shouldn’t have it. Similarly, if your privacy policy says you keep data for 12 months, you need to remove old data after 12 months.

By tracking when data is received and regularly purging your database, you can ensure you’re compliant with regulations.

The Automated Option:

While you can be compliant using manual systems, it’ll be a continual struggle. You’ll find yourself spending ghastly amounts of time on compliance rather than actually meeting candidates. Rather than slogging through an old-fashioned setup, implement an Applicant Tracking System (ATS).

Simply put, an ATS automates all of these processes. It organises and stores data, secures it, purges it automatically, tracks all removal requests… the list goes on. It also comes with significant added benefits, like improved recruitment ROI or better talent pool management.

Want to learn more about compliance made simple? Looking for more information on how an ATS can help your business? Download our free eBook, The Pocket Guide to Applicant Tracking Systems, for an in-depth look at why an ATS is the superior option for both GDPR compliance and recruitment as a whole.

New call-to-action



177 thoughts on “How To Ensure Your Recruitment Process Is GDPR-Compliant

  1. Hi there, I do think your blog could possibly be having web browser compatibility issues. Whenever I take a look at your website in Safari, it looks fine however when opening in Internet Explorer, it has some overlapping issues. I merely wanted to give you a quick heads up! Other than that, excellent website.

  2. May I simply say what a comfort to discover someone that actually knows what they’re discussing over the internet. You definitely know how to bring a problem to light and make it important. A lot more people need to read this and understand this side of the story. I was surprised that you’re not more popular since you most certainly have the gift.

  3. Hi, I do believe this is an excellent website. I stumbledupon it 😉 I may come back yet again since i have bookmarked it. Money and freedom is the greatest way to change, may you be rich and continue to guide others.

  4. You are so awesome! I don’t suppose I’ve read through something like this before. So nice to discover someone with unique thoughts on this subject matter. Seriously.. many thanks for starting this up. This website is something that is required on the internet, someone with a bit of originality.

  5. I blog often and I genuinely appreciate your content. The article has really peaked my interest. I’m going to take a note of your website and keep checking for new information about once per week. I subscribed to your Feed too.

  6. I was more than happy to discover this page. I need to to thank you for ones time just for this wonderful read!! I definitely loved every bit of it and i also have you saved as a favorite to check out new information in your web site.

  7. May I just say what a relief to find somebody who truly understands what they’re discussing on the net. You definitely know how to bring an issue to light and make it important. A lot more people must read this and understand this side of the story. It’s surprising you’re not more popular given that you most certainly possess the gift.

  8. May I simply just say what a relief to discover a person that truly understands what they are discussing on the net. You actually understand how to bring a problem to light and make it important. A lot more people should look at this and understand this side of your story. I can’t believe you’re not more popular because you certainly have the gift.

  9. I blog quite often and I really thank you for your information. This great article has truly peaked my interest. I am going to take a note of your blog and keep checking for new details about once a week. I opted in for your Feed too.

  10. Howdy! This article couldn’t be written any better! Looking at this article reminds me of my previous roommate! He always kept preaching about this. I am going to forward this post to him. Fairly certain he’ll have a great read. Thanks for sharing!

  11. You are so cool! I do not suppose I have read through a single thing like this before. So great to find someone with unique thoughts on this subject. Really.. thanks for starting this up. This site is something that’s needed on the web, someone with a bit of originality.

  12. Can I simply just say what a comfort to uncover someone that truly understands what they are discussing on the internet. You certainly realize how to bring a problem to light and make it important. More and more people need to check this out and understand this side of your story. I was surprised you are not more popular because you surely have the gift.

  13. You’re so awesome! I do not believe I’ve read through anything like that before. So wonderful to discover somebody with some genuine thoughts on this subject. Really.. many thanks for starting this up. This web site is something that is required on the web, someone with a bit of originality.

  14. An impressive share! I have just forwarded this onto a co-worker who has been conducting a little homework on this. And he actually bought me breakfast because I discovered it for him… lol. So let me reword this…. Thanks for the meal!! But yeah, thanx for spending time to talk about this matter here on your website.

  15. When I initially left a comment I seem to have clicked on the -Notify me when new comments are added- checkbox and now whenever a comment is added I recieve 4 emails with the exact same comment. Is there a means you are able to remove me from that service? Cheers.

  16. Next time I read a blog, I hope that it does not fail me just as much as this particular one. After all, I know it was my choice to read through, nonetheless I really thought you would probably have something useful to talk about. All I hear is a bunch of whining about something that you can fix if you were not too busy searching for attention.

  17. I blog often and I seriously thank you for your content. The article has truly peaked my interest. I will take a note of your website and keep checking for new details about once a week. I opted in for your RSS feed as well.

  18. Hi, I believe your site could possibly be having web browser compatibility issues. Whenever I look at your blog in Safari, it looks fine however when opening in I.E., it’s got some overlapping issues. I just wanted to provide you with a quick heads up! Aside from that, great website.

  19. When I initially left a comment I appear to have clicked the -Notify me when new comments are added- checkbox and from now on every time a comment is added I receive four emails with the same comment. Is there a way you can remove me from that service? Cheers.

  20. After I initially left a comment I appear to have clicked the -Notify me when new comments are added- checkbox and now whenever a comment is added I get 4 emails with the exact same comment. Is there an easy method you can remove me from that service? Appreciate it.

  21. Hi, I do think your web site may be having internet browser compatibility issues. Whenever I take a look at your site in Safari, it looks fine however when opening in I.E., it’s got some overlapping issues. I simply wanted to give you a quick heads up! Besides that, excellent blog.

  22. Hi, I do think this is a great website. I stumbledupon it 😉 I may return yet again since i have bookmarked it. Money and freedom is the greatest way to change, may you be rich and continue to help others.

  23. Good post. I learn something new and challenging on websites I stumbleupon on a daily basis. It will always be exciting to read through articles from other authors and practice something from other websites.

  24. You have made some really good points there. I looked on the internet for additional information about the issue and found most individuals will go along with your views on this web site.

  25. I’d like to thank you for the efforts you have put in penning this blog. I really hope to check out the same high-grade blog posts by you later on as well. In truth, your creative writing abilities has motivated me to get my own blog now 😉

  26. Next time I read a blog, Hopefully it won’t disappoint me as much as this particular one. I mean, Yes, it was my choice to read, but I really thought you would probably have something helpful to talk about. All I hear is a bunch of crying about something you could possibly fix if you weren’t too busy seeking attention.

  27. Having read this I thought it was rather enlightening. I appreciate you taking the time and effort to put this article together. I once again find myself spending a significant amount of time both reading and commenting. But so what, it was still worthwhile!

  28. Hello there, I believe your website could be having web browser compatibility problems. When I look at your website in Safari, it looks fine but when opening in I.E., it has some overlapping issues. I simply wanted to give you a quick heads up! Apart from that, fantastic site!

  29. Hello there! This blog post could not be written much better! Going through this article reminds me of my previous roommate! He constantly kept talking about this. I will forward this post to him. Fairly certain he’ll have a very good read. Thanks for sharing!

  30. After looking into a handful of the blog posts on your website, I seriously appreciate your technique of writing a blog. I bookmarked it to my bookmark site list and will be checking back in the near future. Take a look at my website as well and let me know how you feel.

  31. I blog frequently and I seriously appreciate your information. This article has truly peaked my interest. I am going to bookmark your blog and keep checking for new details about once per week. I opted in for your RSS feed too.

  32. I’m very pleased to find this website. I need to to thank you for ones time just for this wonderful read!! I definitely really liked every part of it and I have you saved to fav to look at new information on your blog.

  33. I’m amazed, I must say. Seldom do I come across a blog that’s both educative and interesting, and without a doubt, you’ve hit the nail on the head. The problem is an issue that not enough people are speaking intelligently about. I’m very happy I stumbled across this during my search for something concerning this.

  34. I’m amazed, I must say. Seldom do I come across a blog that’s equally educative and interesting, and let me tell you, you have hit the nail on the head. The issue is something not enough folks are speaking intelligently about. Now i’m very happy I came across this during my search for something relating to this.

  35. Right here is the perfect webpage for anybody who hopes to find out about this topic. You understand so much its almost tough to argue with you (not that I actually would want to…HaHa). You certainly put a brand new spin on a subject that’s been written about for many years. Excellent stuff, just wonderful.

  36. I would like to thank you for the efforts you have put in writing this site. I’m hoping to check out the same high-grade content by you in the future as well. In fact, your creative writing abilities has motivated me to get my own website now 😉

  37. I’m extremely pleased to uncover this great site. I wanted to thank you for ones time for this wonderful read!! I definitely enjoyed every part of it and i also have you saved as a favorite to see new things in your website.

  38. Hi, I do think this is an excellent blog. I stumbledupon it 😉 I am going to come back once again since I saved as a favorite it. Money and freedom is the best way to change, may you be rich and continue to guide other people.

  39. Good day! I could have sworn I’ve been to this site before but after going through some of the posts I realized it’s new to me. Nonetheless, I’m definitely happy I stumbled upon it and I’ll be bookmarking it and checking back often!

  40. Oh my goodness! Incredible article dude! Thank you, However I am encountering issues with your RSS. I don’t know the reason why I cannot join it. Is there anybody else getting identical RSS problems? Anyone who knows the answer can you kindly respond? Thanks.

  41. Hi there! I could have sworn I’ve been to this site before but after going through a few of the articles I realized it’s new to me. Anyways, I’m certainly pleased I discovered it and I’ll be bookmarking it and checking back frequently.

  42. You’re so cool! I don’t suppose I’ve read something like this before. So great to find someone with some genuine thoughts on this subject matter. Really.. many thanks for starting this up. This site is one thing that is needed on the internet, someone with a little originality.

  43. The very next time I read a blog, I hope that it does not disappoint me as much as this particular one. I mean, I know it was my choice to read through, however I really believed you’d have something helpful to say. All I hear is a bunch of moaning about something that you could possibly fix if you were not too busy searching for attention.

  44. I blog often and I genuinely thank you for your content. The article has really peaked my interest. I am going to book mark your site and keep checking for new information about once per week. I opted in for your RSS feed as well.

  45. Oh my goodness! Amazing article dude! Thank you, However I am experiencing problems with your RSS. I don’t understand why I cannot join it. Is there anybody having identical RSS problems? Anybody who knows the solution will you kindly respond? Thanks!!

  46. You are so awesome! I don’t believe I’ve truly read through anything like that before. So wonderful to discover another person with some unique thoughts on this subject. Seriously.. many thanks for starting this up. This web site is something that is required on the internet, someone with some originality.

  47. Oh my goodness! Incredible article dude! Thanks, However I am going through issues with your RSS. I don’t know the reason why I can’t subscribe to it. Is there anyone else getting the same RSS problems? Anybody who knows the answer can you kindly respond? Thanx.

  48. I would like to thank you for the efforts you’ve put in writing this site. I really hope to see the same high-grade blog posts from you in the future as well. In truth, your creative writing abilities has encouraged me to get my own blog now 😉

  49. Hello, I think your blog could be having browser compatibility problems. When I look at your website in Safari, it looks fine but when opening in I.E., it has some overlapping issues. I merely wanted to give you a quick heads up! Apart from that, great site.

  50. An impressive share! I’ve just forwarded this onto a co-worker who was doing a little homework on this. And he actually bought me lunch simply because I discovered it for him… lol. So let me reword this…. Thanks for the meal!! But yeah, thanks for spending the time to talk about this issue here on your internet site.

  51. I have to thank you for the efforts you have put in penning this site. I really hope to view the same high-grade content by you in the future as well. In truth, your creative writing abilities has encouraged me to get my own site now 😉

  52. Aw, this was a very nice post. Spending some time and actual effort to produce a very good article… but what can I say… I put things off a whole lot and never manage to get nearly anything done.

  53. Right here is the perfect webpage for everyone who hopes to find out about this topic. You realize so much its almost hard to argue with you (not that I personally will need to…HaHa). You certainly put a new spin on a subject which has been written about for a long time. Excellent stuff, just wonderful.

  54. I’d like to thank you for the efforts you’ve put in writing this blog. I am hoping to check out the same high-grade content from you in the future as well. In truth, your creative writing abilities has motivated me to get my very own site now 😉

Leave a Reply