Data Protection & Privacy Guide

Why Data Protection Matters in Recruitment

Recruitment processes involve collecting, storing, and processing significant amounts of personal data. From resumes and cover letters to interview notes and assessment results, HR teams handle sensitive information that must be protected in compliance with data protection regulations.

Key Regulations

Data Handling Best Practices

1. Data Collection

• Collect only data necessary for the hiring decision
• Obtain explicit consent before collecting personal data
• Clearly state the purpose of data collection
• Provide a privacy notice at the point of collection
• Avoid collecting sensitive data unless strictly necessary

2. Data Storage & Security

• Encrypt personal data at rest and in transit
• Implement role-based access controls
• Use secure, compliant cloud storage
• Maintain audit logs of data access
• Conduct regular security assessments

3. Data Retention

Establish clear retention periods for candidate data. Generally, unsuccessful candidate data should be deleted within 6-12 months unless consent is given for longer storage in a talent pool.

4. Candidate Rights

• Right to access their personal data
• Right to correction of inaccurate data
• Right to erasure (right to be forgotten)
• Right to data portability
• Right to withdraw consent at any time

How OmniHire Insights Helps

Our platform is designed with data protection built in:

• Bank-level encryption for all data
• Automated data retention and deletion policies
• GDPR-compliant consent management
• Role-based access controls
• Complete audit trail
• Data export and portability tools
• ISO 27001 certified infrastructure