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What are the best ways to secure and protect candidate data in your ATS?

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As a recruiter, you know how important it is to collect and manage candidate data in your applicant tracking system (ATS). But do you also know how to secure and protect that data from unauthorized access, misuse, or breach? In this article, we will share some of the best ways to ensure that your ATS is compliant, encrypted, and backed up, and that your candidates have control over their personal information.

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Maham N.

Business Development Manager | Human Resource Consultant | Talent Acquisition | Global Talent Hunting l Organizational…
Divya vij

Assistant Manager - Global Rewards | Certified Rewards Ready Professional

1 Choose a compliant ATS

Not all ATS platforms are created equal when it comes to data security and privacy. You should look for an ATS that meets the standards and regulations of your industry and location, such as GDPR, CCPA, or HIPAA. A compliant ATS will have features like consent management, data retention policies, data access rights, and data portability. You should also check the ATS vendor's privacy policy, terms of service, and security certifications to understand how they handle and protect your data.

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Maham N.

Business Development Manager | Human Resource Consultant | Talent Acquisition | Global Talent Hunting l Organizational Policies | Technical & Non-Technical Recruitment | Compensation & Benefits l People & Culture
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Secure your ATS data by controlling access, encrypting data, and enforcing strong authentication. Regularly audit and monitor user activity, back up data securely, and choose vendors with robust security. Comply with data protection laws, communicate privacy policies, and use secure communication channels. Train employees, develop an incident response plan, and follow secure coding practices. Adhere to data retention policies, removing data timely, and stay updated on security measures.

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John Mullin
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When assessing options, it’s easy to get caught up in the latest technology integrations and user interface. Compliance and trust should be your priority when choosing an ATS.

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Ed Smits

Recruiting Leader | Top Recruiting Voice | Mentor | Talent Neuron Wiz | Master of Market Rate Analysis | Passionate about connecting Top Talent with Opportunity
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Safeguarding candidate data in your ATS is key! Start by using encrypted connections and robust passwords to secure access. Limit data access to authorized team members only. Second, educate your team on data privacy best practices to prevent breaches. Remember, respecting candidate privacy builds trust and keeps their info safe in your recruiting journey!

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2 Encrypt your data

Encryption is a process of transforming data into a code that can only be read by authorized parties with a key. Encryption helps protect your data from hackers, malware, or accidental leaks. You should encrypt your data both at rest and in transit, meaning when it is stored in your ATS and when it is transferred between your ATS and other systems or devices. You can use encryption tools like SSL, TLS, VPN, or AES to secure your data. You should also encrypt your backups and use strong passwords for your accounts.

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3 Back up your data

Backing up your data means creating a copy of your data in a separate location or device, so that you can restore it in case of loss, damage, or corruption. Backing up your data can help you recover from disasters like hardware failure, natural disasters, or cyberattacks. You should back up your data regularly, preferably automatically, and test your backups to make sure they work. You should also store your backups in a safe and secure place, such as a cloud service or an external hard drive.

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4 Educate your team

Your data security is only as strong as your weakest link, which could be a careless or malicious employee. You should educate your team on the best practices and policies for handling candidate data in your ATS, such as using secure networks, logging out of accounts, reporting suspicious activities, and deleting unnecessary data. You should also limit the access and permissions of your team members to the data they need to perform their tasks, and monitor their activities for any anomalies or violations.

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5 Empower your candidates

Your candidates have the right to know how you use and protect their data, and to request changes or deletions if they wish. You should empower your candidates by providing them with clear and transparent information about your data collection, processing, and storage practices, and by obtaining their consent before using their data for any purpose. You should also enable them to access, update, or delete their data in your ATS, or to opt out of any communication or marketing campaigns.

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Divya vij

Assistant Manager - Global Rewards | Certified Rewards Ready Professional
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Indeed,?if?the?employees?are?informed?about?the?data?and?the ways?to?use?it,?the?business?and?the employees?will?benefit?at?the?same?time. Additionally,?monitoring?of?the?same?must?be?carried?out?to?ensure?that?the?utilization?of?data?is?compliant.

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6 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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Nicole Banks

Intentional Speed Networking. Power Networker. Fixer. Collaborator. I want to know you!
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Recruiting is about finishing the perfect puzzle. Think about the it factor, longevity, and fit. Hire slow and fire fast. Don’t be over invested if it’s not working.

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What are the best ways to secure and protect candidate data in your ATS?

1

2

3

4

5

6

1 Choose a compliant ATS

2 Encrypt your data

3 Back up your data

4 Educate your team

5 Empower your candidates

6 Here’s what else to consider

Recruiting

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What are the best ways to secure and protect candidate data in your ATS?

1

2

3

4

5

6

1 Choose a compliant ATS

2 Encrypt your data

3 Back up your data

4 Educate your team

5 Empower your candidates

6 Here’s what else to consider

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