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What is the best way to handle sensitive information from a job candidate?

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As an interviewer, you may encounter situations where a job candidate shares sensitive information with you, such as personal details, health issues, financial problems, or legal matters. How you handle this information can affect your professional reputation, your relationship with the candidate, and your compliance with ethical and legal standards. In this article, we will discuss some best practices for dealing with sensitive information from a job candidate.

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1 Respect the candidate's privacy

The first rule of handling sensitive information is to respect the candidate's privacy and confidentiality. This means that you should not ask probing or irrelevant questions, disclose the information to anyone who does not need to know, or use the information for any purpose other than evaluating the candidate's suitability for the job. You should also ensure that any records or documents containing sensitive information are stored securely and disposed of properly.

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George Andreopoulos

Director @ Argus Investigations - APAC | Financial Crime and Covert Services Expert
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Managing sensitive candidate data demands precaution, attention to confidentiality and legal compliance. Organisations should strive to adopt best practices, like relevant data collection, secure storage, obtaining consent, secure communication, anonymisation, limited access, physical security, staff training, legal adherence, and regular audits. Establishing suitable systems and frameworks for data security not only preserves privacy but also boosts credibility and guarantees adherence to legal regulations.

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2 Follow the relevant laws and policies

The second rule of handling sensitive information is to follow the relevant laws and policies that apply to your industry, organization, and location. Depending on the type and source of the information, you may be subject to regulations such as the Equal Employment Opportunity Commission (EEOC), the Americans with Disabilities Act (ADA), the Fair Credit Reporting Act (FCRA), or the Health Insurance Portability and Accountability Act (HIPAA). You should also be aware of your employer's policies and procedures for collecting, using, and protecting sensitive information.

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Hillary Chambers

Recruiting Engineers @ Raytheon??????????? | USAF Veteran ????| Relationship Builder ??
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It is important to stay aware of the relevant laws and also company policies. Candidates may not know of what they should or shouldn't share, however, as a recruiter it is crucial that you know so that you can not only protect the candidate from potentially being evaluated subjectively, but also yourself and the company could be help legally liable.

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3 Communicate clearly and sensitively

The third rule of handling sensitive information is to communicate clearly and sensitively with the candidate. If you need to ask for or verify sensitive information, you should explain why it is relevant, how it will be used, and who will have access to it. You should also use respectful and neutral language, avoid making assumptions or judgments, and acknowledge the candidate's feelings and concerns. If the candidate volunteers sensitive information that is not relevant, you should redirect the conversation to focus on the job requirements.

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4 Evaluate objectively and fairly

The fourth rule of handling sensitive information is to evaluate the candidate objectively and fairly based on their qualifications, skills, and experience. You should not let the sensitive information influence your decision-making process, either positively or negatively. You should also avoid any bias or discrimination based on the candidate's race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic. You should base your hiring decision on the essential functions and criteria of the job.

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Maria Demerza

Senior HR Professional
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When evaluating the job interview information which includes the sensitive and/or confidential data, make sure you remember the cognitive biases you may face as well as prejudice and stereotypes, possibly not obvious but can impact your judgement. Try to focus on it before an interview to set your mind in the right position for making fair decisions based on professionalism and facts.

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5 Seek guidance if needed

The fifth rule of handling sensitive information is to seek guidance if needed. If you are unsure how to handle a particular situation, you should consult your supervisor, human resources department, legal counsel, or other appropriate authority. You should also report any breaches or violations of confidentiality, privacy, or ethics that you witness or experience. Seeking guidance can help you avoid mistakes, resolve conflicts, and maintain your professional integrity.

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6 Learn from feedback and experience

The sixth rule of handling sensitive information is to learn from feedback and experience. As an interviewer, you should always strive to improve your skills and knowledge, especially when it comes to dealing with sensitive information. You should seek feedback from your peers, managers, candidates, and other stakeholders on how you handled sensitive information. You should also reflect on your own performance, identify your strengths and weaknesses, and implement changes or corrections as needed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What is the best way to handle sensitive information from a job candidate?

1

2

3

4

5

6

7

1 Respect the candidate's privacy

2 Follow the relevant laws and policies

3 Communicate clearly and sensitively

4 Evaluate objectively and fairly

5 Seek guidance if needed

6 Learn from feedback and experience

7 Here’s what else to consider

Interviewing

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What is the best way to handle sensitive information from a job candidate?

1

2

3

4

5

6

7

1 Respect the candidate's privacy

2 Follow the relevant laws and policies

3 Communicate clearly and sensitively

4 Evaluate objectively and fairly

5 Seek guidance if needed

6 Learn from feedback and experience

7 Here’s what else to consider

Interviewing

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