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Skora HR
Skora HR provide various HR support services for small businesses.
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How to Keep Applicant and Employee Data Safe
As an employer, you’ll always collect applicants and employee data for various reasons. This data could range from publicly available data to sensitive data such as bank details, date of birth, medical records for example. Once you have it, you are obligated to protect it.
Keeping private information safe can be harder than employers may think especially with greater cybersecurity threats today than ever before. A data breach is often costly and can significantly damage your reputation. So how can you keep applicant and employee data safe? Here are some of my top tips to get you started!
1. Categorise the Data
Think about categorising the data you hold based on it’s level of sensitivity so you can decide what level of data protection and security is needed. Then create policies which help your employees understand how data is classified and what information can be used for what purpose. Make it clear that unauthorised sending, copying, use or viewing of sensitive employee data is subject to disciplinary action.
2. Educate all your employees
Equip them with knowledge on general file security practices, social engineering attacks and password security. This puts them in a good position to keep applicant and employee data safe.
3. Make sure your Data is securely stored
Make sure any data you hold electronically is password protected, encrypted and stored on a secure server with adequate anti-virus and other protection software. If you’re still using paper HR files, then make sure these are stored in lockable cupboards and only those staff who need to access the information for their role have a key or code.
4. Investigate any unauthorised access
If you suspect that anyone has accessed employee or applicant data without permission, always make sure you investigate to understand exactly what happened and whether you need to make any improvements to your data protection processes or security.
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