Video Screening and GDPR: Key Compliance Rules

Want to use video interviews for hiring? If you're dealing with candidates from the EU, you must follow GDPR rules to protect their data. Here's what you need to know upfront:

• Consent is Key: Get clear, explicit permission before recording interviews. Be transparent about why you're collecting data and how it will be used.

• Secure Storage: Use encrypted systems and store data in EU-compliant centers. Limit access and delete data according to retention policies.

• Respect Candidate Rights: Candidates can request access, corrections, or deletion of their data. Respond within 30 days.

• AI Transparency: If using AI, disclose how it works, get specific consent, and allow human reviews of AI decisions.

• Be Prepared for Breaches: Have a plan to report data breaches to authorities within 72 hours.

GDPR Rules for Video Screening

Getting Candidate Consent

When recording video interviews, it's crucial to have clear consent practices in place. Here’s what you need to do:

• Get explicit, affirmative consent from candidates before recording any interviews.

• Clearly explain why the data is being collected, how long it will be stored, and who will have access to it.

• Keep detailed, timestamped records of all consent and store them securely.

• Offer candidates a simple way to withdraw their consent at any time.

Secure Data Storage

To protect candidate data, focus on these security measures:

• Use end-to-end encryption for transmitting and storing interview recordings.

• Store candidate data in GDPR-compliant data centers located within the EU.

• Implement role-based access controls and maintain detailed audit logs.

• Automatically delete data based on retention policies or if a candidate requests it.

Candidate Data Rights

Candidates have specific rights under GDPR, and you need to respect and facilitate them:

• Inform candidates in the EU about their rights to access, correct, or delete their personal data.

• Respond to all data-related requests within the required 30-day timeframe.

• Follow documented procedures for managing these requests.

• Provide candidates with copies of their interview recordings upon request.

AI and Automated Decisions

If you’re using AI in the screening process, transparency is key:

• Clearly disclose any AI-based evaluation criteria before the interview takes place.

• Allow candidates to request a human review of decisions made by AI systems.

• Offer easy-to-understand explanations of how the assessment methods work.

• Obtain specific consent for using AI in the evaluation process.

Next: Practical steps to incorporate these GDPR rules into your video-screening workflow.

Life With GDPR: Episode 113 – AI in Recruitment: Navigating ...

Steps to Meet GDPR Requirements

Follow these two key steps to ensure GDPR compliance in your video-screening process: data tracking and breach response.

Data Tracking and Review

Start with secure data storage, then document all storage locations and formats. Schedule regular reviews to ensure everything aligns with GDPR standards. Tools like Talnt can simplify this process by automatically logging and tracking every access event, making compliance easier to monitor.

Data Breach Response

In the event of a data breach, report it to the authorities within 72 hours. An effective response plan should include:

• Clear procedures for identifying and containing breaches

• Defined roles for assessing impact and implementing fixes

• A timeline and process for notifying authorities and affected individuals

• Detailed records of all actions and communications during the response

Regularly testing your breach response plan ensures you're prepared to meet GDPR's notification requirements while safeguarding candidate privacy.

Video Screening Compliance Guide

Use this guide to streamline your video screening process while ensuring compliance with GDPR requirements. It focuses on key areas like consent, secure storage, and breach protocols.

• Encrypted Storage: Keep all recordings in an encrypted repository hosted within the EU.

• Access Control: Implement role-based access and automatically log every instance of file access.

• Retention Policies: Establish a clear retention schedule and automate deletion processes to stay compliant.

• Candidate Data Requests: Offer a self-service portal where candidates can access, correct, or request deletion of their data.

• AI Consent and Logging: Obtain explicit consent for AI-based assessments and maintain a log of AI-driven decisions for auditing purposes.

• Regular Audits: Perform quarterly audits to review and refine your practices based on findings.

Conclusion

Ensuring GDPR compliance in video screening requires a thorough and structured approach to safeguarding data and privacy. Companies need to carefully balance the advantages of AI-driven hiring tools with strict regulatory obligations.

To simplify GDPR-compliant video screening, establish clear policies and implement secure workflows. AI-powered recruitment tools can support this process while adhering to stringent data protection practices.

Focus on key areas like consent management, secure storage, candidate rights, and AI transparency. Use measures such as role-based access controls and well-defined data retention schedules to protect candidate information effectively.

Stay compliant by conducting regular audits, reviewing policies, and keeping up with changes in GDPR standards. Continuously update your video-screening processes to protect candidate data and maintain hiring efficiency.

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