{"id":60202,"date":"2018-03-26T21:48:19","date_gmt":"2018-03-26T20:48:19","guid":{"rendered":"https:\/\/www.bullhorn.com\/eu\/?p=60202"},"modified":"2019-03-01T21:27:35","modified_gmt":"2019-03-01T21:27:35","slug":"recruitment-gdpr-prep","status":"publish","type":"post","link":"https:\/\/www.bullhorn.com\/eu\/blog\/recruitment-gdpr-prep\/","title":{"rendered":"What Are Recruitment Agencies Doing to Prepare for GDPR? An Interview with Prism Digital"},"content":{"rendered":"

There isn\u2019t long to go until 25<\/span>th<\/span> May when\u00a0<\/span>General Data Protection Regulation<\/span><\/a> (GDPR) rules come into force. At this stage, you\u2019ll have thought about what this means for your recruitment agency and what you\u2019ll need to do to be compliant. But many agencies are still unsure if the steps they\u2019re taking are enough. <\/span><\/p>\n

Recently, I spoke with <\/span>Alex Dover<\/span><\/a>, Director, and\u00a0<\/span>Oliver Palethorpe<\/span><\/a>, Marketing Manager at\u00a0<\/span>Prism Digital<\/span><\/a>, a specialist Technology and IT recruitment consultancy, to learn how their agency has been preparing for GDPR and what they\u2019ve been doing to ensure their whole team is fully on board.<\/span><\/p>\n

Kieran Edwards (KE): What do you think of the general information and training on GDPR that\u2019s been made available so far? Would you say it\u2019s given your agency a good awareness of what GDPR is and how to prepare?<\/b><\/p>\n

Oliver Palethorpe (OP): <\/b>We think there\u2019s plenty of useful information out there and we got quite a lot of good free information from the Information Commissioner\u2019s Office. The most important pieces of information for us were its list of\u00a0<\/span>FAQs<\/span><\/a> and a\u00a0<\/span>checklist<\/span><\/a> that takes you through the necessary preparation steps. <\/span><\/p>\n

We\u2019re also a member of the\u00a0<\/span>Recruitment Director\u2019s Lunch Club<\/span><\/a> (RDLC), which has given us invaluable opportunities to network with other recruiters, and there\u2019s been a lot of discussion about how we\u2019re all preparing for GDPR, and together we share resources. The RDLC is also offering training for members, which we\u2019ll be taking up. But we\u2019ve actually found Bullhorn\u2019s recent <\/span>webinars<\/span><\/a> featuring Lucy Kendall of ComplyGDPR to be the most helpful resources of all.<\/span><\/p>\n

KE: What kind of staff training have you had, or do you plan to have on GDPR?<\/b><\/p>\n

Alex Dover (AD):<\/b> We started by giving all staff some initial training by doing a presentation explaining the basics of what GDPR is and what will be expected of all of us when GDPR becomes enforced. We\u2019re also looking into running some further training courses, such as e-learning courses from <\/span>London Management Consulting<\/span><\/a> and\u00a0<\/span>ComplyGDPR,<\/span><\/a> to make sure our staff are fully up to speed on the regulations now that there\u2019s more clarity about what they\u2019ll entail. The initial course will be an intensive one over a few weeks. Moving forward, we\u2019ll monitor how staff are doing with data controlling, and do training \u2018top-ups\u2019 every quarter or so. We\u2019re keeping a diary of all of the GDPR training we\u2019re doing, with links to resources that we find such webinars, which keep all of our team fully up to date.<\/span><\/p>\n

KE: Why do you think it will be important for staff to receive such training?<\/b><\/p>\n

AD: <\/b>Well, we have to have staff buy-in to be compliant. Our recruiters are going to be controlling data as much as anyone else in the company. If they don\u2019t process it properly, then the whole effort will be for nothing. We need them to understand the role they play in maintaining people\u2019s data, acknowledging their right to privacy, and helping to ensure our agency remains compliant.<\/span><\/p>\n

KE: With that in mind, how will you ensure staff of all levels are on board, and how will you monitor whether they\u2019re following company policy on GDPR or not?<\/b><\/p>\n

AD:<\/b> We\u2019ve been making sure that staff are fully involved at every stage. For a lot of recruitment agencies, there\u2019s a mindset that the bigger the database, the more valuable it is and we have to ensure our recruiters don\u2019t view it that way, too. Their buy-in is vital because they\u2019ll be using and controlling the data that we have. <\/span><\/p>\n

We began by getting consultants involved in what we called the \u2018data cleansing process\u2019: we asked them to identify the core areas they recruit into and create an array of search strings which were then used to put candidates into long lists. We then archived all CVs outside of those protected candidate lists. We ended up cutting about 75 percent of our database, but because our consultants were so closely involved in deciding which candidates were going to form the core to retain and protect, it was easier for us to get them on board with the idea of making these cuts in order to retain the right data.<\/span><\/p>\n

Obviously, it\u2019s impractical to monitor consultants 24\/7, but we feel that if management has a clear overview of what every member of staff should be doing to ensure compliance and our consultants understand the importance of their role in this, it should work. The benefit of being a small company is that we can be agile and really shape our activities in a way that allow for best practices to be adopted quickly. Plus, it\u2019s obviously easier to get the entire workforce on board and compliant when there are fewer of you. <\/span><\/p>\n

KE: Most recruitment agencies have an understanding that an integral part of being deemed compliant with GDPR hinges on their ability to demonstrate they\u2019re at least doing their absolute best to be compliant. With that in mind, what kind of methods and documentation do you plan to use as evidence?<\/b><\/p>\n

OP:<\/b> We\u2019ve already started documenting our procedures. We have a spreadsheet at the moment with all of our steps in the GDPR process but, once we\u2019re properly settled, we\u2019ll be relying on our recruitment CRM quite a lot to help us document these sorts of things. We\u2019ve also drafted a GDPR action plan detailing what we know we need to do, what we think we have to do, and what we need to find out.There\u2019s still an element of the unknown, but we\u2019re keeping on top of it that way. <\/span><\/p>\n

KE: Recruitment agencies don\u2019t just have internal data. Sometimes you work and share personal data with third parties such as RPO companies, umbrella companies, or payroll companies. What kind of steps will you take to ensure that all of your partners follow the rules?<\/b><\/p>\n

OP:<\/b> When we have a better understanding of our own data, we\u2019re going to create a privacy policy document and a separate external procedures document. We\u2019ve spoken to our accounts team and they\u2019re putting together a GDPR policy, too, so we\u2019ll ensure that there are the correct procedures in line. As recruiters, we must share data with our clients, but we\u2019ll be showing them our privacy policy document and asking for confirmation that they\u2019ll either work according to our policy or have a similar policy in place.<\/span><\/p>\n

KE: Let\u2019s now consider the ways that you\u2019ll be collecting and processing data. What security precautions do you have in place to ensure they\u2019ll take place in a compliant way?<\/b><\/p>\n

AD:<\/b> We\u2019ll be using some of the tips from one of Bullhorn\u2019s recent webinars, such as ensuring we have encryptions on our laptops and screen protectors. We\u2019ve just started working with a new IT provider called\u00a0<\/span>Keybridge IT<\/span><\/a>, which is up to speed with its own GDPR process, and we\u2019ll be liaising with them to improve our security across our devices and internal systems. We\u2019ve also done an audit of our data, checking that it\u2019s all stored on the cloud so it\u2019s accessible for monitoring purposes.<\/span><\/p>\n

KE: What kind of technology will you use to facilitate your GDPR compliance?<\/b><\/p>\n

AD: <\/b>We\u2019re going to be using Bullhorn, our recruitment CRM, intensively to record and monitor our data. It will be an important tool, especially for seeing when candidates have been on the system for a while and haven\u2019t been contacted or updated.<\/span><\/p>\n

KE: I\u2019d like to end by getting your own views on GDPR. Which positive aspects do you think GDPR will have for recruiters? Do you think there will be any negative consequences of GDPR for the sector?<\/b><\/p>\n

AD: <\/b>On the negative side, I think there\u2019s a panicky feeling around GDPR at the moment. It\u2019s making people a bit jumpy and perhaps a little too militant on the enforcement side. There\u2019s a growing realisation that we can\u2019t be perfect and won\u2019t be expected to be, but as long as we show that we have the proper structures in place and are trying to be compliant, then we should be okay.<\/span><\/p>\n

OP:<\/b> We\u2019re actually really looking forward to getting our data in order! It\u2019s going to be good to clean up a lot of old records. I think it\u2019ll be a really great opportunity to look at how we work more generally, and see if we can improve our method. In the past, I think we, like most recruiters, have been guilty of holding on to far too many candidate records. But this new legislation will show that less is more: we\u2019ll have fewer but <\/span>better<\/span><\/i> records, and we\u2019ll place more value on the data that we hold. I think we\u2019ll be more effective at note taking as a result, and that GDPR will encourage improved administration from a CRM perspective.<\/span><\/p>\n

The introduction of GDPR gives recruiters a fantastic opportunity to reassess and clean up legacy data, giving you a clearer view of the candidates you want to focus on engaging with. Seize this opportunity to develop a powerful candidate engagement <\/span>strategy<\/span><\/a>, and reap the rewards of the old adage that says \u201cless is more\u201d.<\/span><\/p>\n

For more information on GDPR, check out this <\/i><\/b>GDPR Resource Centre<\/i><\/b><\/a> for more articles and a 3-part webinar series featuring advice from Lucy Kendall of ComplyGDPR.<\/i><\/b><\/p>\n

Go to the GDPR Resource Centre<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

There isn\u2019t long to go until 25th May when\u00a0General Data Protection Regulation (GDPR) rules come into force. At this stage, you\u2019ll have thought about what this means for your recruitment agency and what you\u2019ll need to do to be compliant. But many agencies are still unsure if the steps they\u2019re taking are enough. Recently, I […]<\/p>\n","protected":false},"author":161,"featured_media":60206,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"footnotes":""},"categories":[584],"tags":[],"class_list":["post-60202","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-industry-trends-and-insights"],"acf":[],"yoast_head":"\nWhat Are Recruitment Agencies Doing to Prepare for GDPR? | GDPR Prep | Bullhorn UK<\/title>\n<meta name=\"description\" content=\"Recruitment insights for Europe: AI hiring trends, ATS best practices, and practical tips to grow your recruitment agency across EU markets. 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I love solving problems and bringing the personality of a business to the table when making decisions. By working with so many customers I get so many different stories. I'm always excited to learn from sage advice that my accounts have to offer!","sameAs":["https:\/\/uk.linkedin.com\/in\/kieran-edwards"],"url":"https:\/\/www.bullhorn.com\/eu\/blog\/author\/kedwards\/"}]}},"grav_blocks":null,"card_markup":"<a class=\"card-resource\" href=\"https:\/\/www.bullhorn.com\/eu\/blog\/recruitment-gdpr-prep\/\">\n\t\t\t<div aria-hidden=\"true\" class=\"card-resource__image-container\">\n\t\t\t<img class=\"card-resource__image\" alt=\"GDPR Prep\" title=\"GDPR PREP\" src=\"https:\/\/www.bullhorn.com\/eu\/wp-content\/uploads\/sites\/21\/2018\/03\/GDPR-PREP.png\" \/>\t\t<\/div>\n\t\t\t<div class=\"card-resource__content\">\n\t\t\t\t\t<span class=\"card-resource__category\">Industry Trends & Insights<\/span>\n\t\t\t\t\t<h5 class=\"card-resource__title\">What Are Recruitment Agencies Doing to Prepare for GDPR? An Interview with Prism Digital<\/h5>\n\t\t\t<\/div>\n<\/a>\n","_links":{"self":[{"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/posts\/60202","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/users\/161"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/comments?post=60202"}],"version-history":[{"count":0,"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/posts\/60202\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/media\/60206"}],"wp:attachment":[{"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/media?parent=60202"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/categories?post=60202"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.bullhorn.com\/eu\/wp-json\/wp\/v2\/tags?post=60202"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}