What's the best way to respect candidate privacy in interviews?

1 Know the laws

Different countries and regions have different laws and regulations regarding data protection, privacy, and discrimination in hiring. Before you conduct any interviews, make sure you are familiar with the relevant legal frameworks and comply with them. For example, in the European Union, you need to follow the General Data Protection Regulation (GDPR) which sets strict rules for how you collect, store, and use personal data. You also need to inform candidates of their rights and obtain their consent before processing their data.

2 Limit the scope

You don't need to ask candidates for every detail of their lives and backgrounds. Only ask questions that are relevant to the job and the skills you are looking for. Avoid questions that could be seen as intrusive, inappropriate, or discriminatory, such as those related to age, gender, race, religion, marital status, health, or political views. If you need to verify some information, such as education or employment history, ask for consent and use official sources.

3 Protect the data

When you collect and store candidate data, whether it is in the form of resumes, applications, notes, recordings, or assessments, you need to ensure that it is secure and confidential. Use encryption, passwords, and access controls to prevent unauthorized access, loss, or theft of data. Don't share candidate data with anyone who doesn't need to know it, and don't use it for any other purpose than hiring. Delete or anonymize candidate data when you no longer need it or when the candidate requests it.

4 Respect the feedback

Giving feedback to candidates is a good practice that can help them improve their performance and show your professionalism. However, feedback should also be respectful and constructive, not harsh or personal. Don't criticize candidates for their choices, opinions, or preferences, but focus on their strengths and areas for improvement. Don't compare candidates with each other or reveal confidential information about other candidates. Don't make promises or guarantees that you can't keep, such as offering a job or a salary.

5 Communicate clearly

Communication is key to building trust and rapport with candidates. Be transparent and honest about the interview process, the expectations, and the timeline. Explain the purpose and format of each interview stage, the criteria and methods of evaluation, and the next steps. Answer any questions or concerns that candidates may have and keep them updated on the progress. Be polite and respectful in your tone and language, and avoid jargon or slang that could be misunderstood.

6 Seek consent

Consent is the cornerstone of respecting candidate privacy in interviews. Always ask for permission before you collect, use, or share candidate data, and respect their choices. For example, ask for consent before you record an interview, conduct a background check, or contact a reference. Explain why you need the data and how you will use it. Don't pressure or coerce candidates to give consent, and don't penalize them for refusing. Allow candidates to withdraw or change their consent at any time.

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?