Introduction
Recruitment involves personal information.
A CV may include employment history, contact details, qualifications and professional experience. Other recruitment stages may require identification or supporting documents.
This information must be handled carefully.
Collect only necessary information
Application forms should request information relevant to the recruitment process.
Sensitive documents should not be requested earlier than operationally necessary.
Explain how information will be used
Candidates should be informed about:
- Why information is collected
- Who may receive it
- How it supports recruitment
- How long it may be retained
- How to request correction
- How to submit a privacy enquiry
Restrict access
Candidate records and uploaded files should not be publicly accessible.
Access should be limited to authorised recruitment staff, approved employers and service providers where appropriate.
Use secure document handling
Documents should not be stored in publicly accessible folders or shared through uncontrolled links.
Recruitment platforms should use secure connections, access controls and appropriate file restrictions.
Maintain accurate records
Incorrect telephone numbers, passport details or employment information may cause delays.
Candidates should have a method for requesting corrections to their information.
Retain information appropriately
Personal information should not be retained indefinitely without a valid reason.
Organisations should establish review and deletion procedures that reflect applicable requirements and the purpose for which the information was collected.
Conclusion
Careful handling of candidate information protects individuals and strengthens confidence in the recruitment process.
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