Hiring employees is a crucial process for any business. Employers want to ensure that they hire the right candidate for the job, someone who can perform the required tasks and fit well with the team. Part of this process involves conducting employment checks, which can include background checks, criminal history checks, credit checks, and more. These checks are essential in ensuring that the employer makes an informed decision and protects their business from potential legal and financial risks. However, handling sensitive information during employment checks requires utmost care and attention. In this article, we will discuss how to handle sensitive information during employment checks.
- Collect Only Relevant Information
When conducting employment checks, it is essential to collect only relevant information. Collecting unnecessary information can increase the risk of mishandling sensitive information. Employers should ensure that they collect only the information that is required for the job role and the employment checks. For example, if the job role does not require the use of a vehicle, then there is no need to collect information about the candidate’s driving history. Employers should also ensure that they do not ask questions that could be considered discriminatory under anti-discrimination laws.
2. Use Secure Methods of Collecting and Storing Information
Employers should use secure methods of collecting and storing sensitive information. This includes using encrypted forms for collecting information and storing it in a secure database or server. Employers should also limit access to this information and ensure that only authorized personnel have access to it. In addition, employers should ensure that their systems are up to date with the latest security updates and patches to prevent any security breaches.
3. Obtain Consent from the Candidate
Before conducting any employment checks, employers should obtain consent from the candidate. This includes informing the candidate of the types of checks that will be conducted and how the information will be used. Employers should also inform candidates of their rights under privacy laws and give them the option to withdraw their consent if they wish to do so.
4. Keep Records of the Employment Checks
Employers should keep records of the employment checks conducted. This includes details of the checks conducted, the information collected, and how it was used. These records should be kept in a secure location and should only be accessible by authorized personnel. Employers should also ensure that these records are kept up to date and that they are disposed of securely when they are no longer required.
5. Comply with Privacy Laws
Employers should ensure that they comply with privacy laws when conducting employment checks. This includes informing candidates of their rights under privacy laws and ensuring that their systems and processes comply with these laws. Employers should also ensure that they do not use the information collected for any purposes other than those outlined in their privacy policy.
Conclusion
Employment checks are an essential part of the hiring process, and handling sensitive information during these checks requires utmost care and attention. Employers should collect only relevant information, use secure methods of collecting and storing information, obtain consent from the candidate, keep records of the employment checks, and comply with privacy laws. By following these guidelines, employers can protect themselves from potential legal and financial risks and ensure that they make informed decisions when hiring employees.
