Recruiting? Here are the two records you must keep private

Simangele Mzizi, Fsp Business, 29 Oct. 2014

Tags: recruitment, recruiting employees, how to protect the privacy of candidates when recruiting

If you thought you only have a duty to protect the privacy of your permanent employees, you’re wrong.

This duty extends to potential employees as well. You must protect their privacy in the recruitment process.

How do you do this?

Keep the following two records private…

To protect the privacy of candidates when recruiting, keep these two records private

1. Records regarding psychometric assessments.
Psychometric assessments are highly confidential between the examiner and client.
This means most of your fellow managers and employees aren’t legally entitled to have access to any psychometric assessments that you organise for prospective employees.
Keep these assessment reports in a separate file under lock and key and under your personal control.
The Practical Guide to Human Resources Management says, you must never share the contents of any psychometric report with any unauthorised and untrained personnel and never, ever with the candidate. The psychometric professional who conducts the assessment is obliged to give feedback to the candidate, if requested.
*********** Recommended Product ************
The A-Z of legal recruitment

  • Did you know there are 11 legal requirements for recruitment?
  • Do you know how the Employment Equity Act affects your job advertisement?
  • Do you know what checks you can legally conduct on an applicant?
  • Are you sure your employment contract includes the 16 clauses the law says you must have?

If you don’t have all of these aspects correct, you’ll be on the wrong side of the law when it comes to your recruitment process.


2. Medical records.
These may only be accessed by a registered medical professional who’s authorised. For example, the company doctor or company nurse.
These are also highly confidential between patient and doctor and you must keep them separate from all other candidate information.
Again, an unauthorised person can’t have access to this information. This includes managers in your workplace or people from HR.
The bottom line: You must protect the privacy of candidates when recruiting. To do that, keep these two records locked up and away from access by unauthorised personnel.
Recommended Product: Recruitment: The Complete Guide. The guide will help ensure every step of your recruitment is legal and effective. It contains practical advice, tools, checklists and samples that cover every single step of recruitment.

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