The GDPR came into force on 25th May 2018.
For in-house recruitment teams, a key area of focus was (and should continue to be) around transparency and accountability.
On this page you’ll find links to a number of in-house recruitment GDPR resources, so scroll down for recent blog posts, infographics, practical advice and more to help ensure you’re embedding strong Data Protection practices into your hiring processes.
Practical steps to meet your GDPR responsibilities
Undertake a data mapping exercise
A data mapping exercise is the process of identifying, processing and mapping out the data flows of your organisation.
This is a complex process, particularly for organisations with multiple systems and technology platforms in place.
Think about the journey your candidates’ data will take, from the moment it enters your organisation. You should also document what information you collect about candidates at each stage of your recruitment process, and document how your organisation(s) use that data.
As part of your work towards GDPR compliant processes, you will need to define your organisation’s legal bases for processing candidates’ information. You should define and document these legal bases during your data mapping exercise.
Review your privacy notice
As transparency is a key theme of the GDPR, your privacy notice(s) will take on greater significance.
Your privacy notice should be easily accessible to candidates on your careers site and you should use it to very clearly state what personal data you will collect and how you will process it. You also need to include:
- Your organisation’s identity and contact details
- The purposes and legal basis for processing
- Details on other recipients and cross-border transfers
- How long you will store data for
- Your data subjects’ rights
- The existence of any automated decision-making
Additional GDPR resources for your recruitment team
How will the GDPR impact your recruitment activity?
Working with agencies
As a responsible employer, you should make sure the recruitment agencies you work with are GDPR compliant.
It may be sensible to start conversations with agencies on your PSL now, in order to understand how they will adapt their processes in order to adhere to the new regulations.
This approach should also be taken with third parties such as HR & Recruitment technology and service providers
Your candidate communications
If you send emails to candidates, you’ll need to include a clear ‘opt-out’ option at the bottom of each email (you should do this already under the Privacy and Electronic Communications Regulations).
You should consider linking to your privacy notice in every candidate communication too.
You will also need to implement a way for candidates to contact you with requests or complaints about their personal data.
GDPR key terminology
In the context of in-house recruitment, what does some of that GDPR legal jargon mean?
- Data processing: In the in-house recruitment industry, this could range from screening candidate CVs to building talent pools in your ATS. Essentially, processing means every way that you use data.
- Data controller: In this context, you!
- Data processor: Any person/organisation acting on your behalf. So in the recruitment industry, this could be your ATS provider, for example, or psychometric testing partner.
- Data subject: Your candidates, in this context.