This policy ensures the ethical and compliant management of the recruiting process, aligning with the organization's values, legal standards, and industry best practices. It establishes guidelines to maintain confidentiality, prevent discrimination, and safeguard candidates' personal data.

Confidentiality & Data Privacy

All candidate information, including resumes, applications, interview notes, assessments, and references, must be treated as private and confidential. Only authorized personnel with a legitimate need to know, such as hiring managers and HR staff, should have access to candidate data.

• All personal data will be stored securely in our recruiting system.
• Candidate data will not be shared externally without prior consent, except where required by law.
• Sensitive information (e.g., personal identifiers, background checks) must be handled according to legal and regulatory guidelines, including GDPR, CCPA, and other relevant data privacy laws.
• Internal audits will be conducted periodically to ensure compliance with privacy policies.

Equal Opportunity & Non-Discrimination
Our recruiting system is committed to promoting diversity, equity, inclusion, and belonging (DEIB). We will not discriminate based on race, ethnicity, gender, sexual orientation, age, disability, or any other protected class under applicable laws.

• All job openings must include language that encourages diverse applicants to apply.
• Recruiters must ensure that all assessments and interviews are conducted in a fair and equitable manner.
• The recruitment team will receive training on unconscious bias and how it may affect decision-making.

Fair & Transparent Recruiting Practices
Recruiting processes must be consistent, transparent, and free from bias.

• Job descriptions must accurately reflect the role, including the necessary skills, qualifications, and experience.
• Candidates will be evaluated based on their qualifications relative to the job description, ensuring an objective and merit-based assessment.
• Feedback from interviews and assessments should be documented and available for review by hiring managers, with clear rationales for decisions made.

Compliance with Labor Laws
All recruiting practices must comply with relevant labor and employment laws in all jurisdictions where we operate.

• The recruiting team is responsible for ensuring that all legal documentation, including I-9s, background checks, and employment eligibility verification, is completed as required.
• The system must be updated regularly to reflect changes in employment law and regulatory requirements.

Security & Access Control
Access to the recruiting system must be restricted to authorized users only, based on their role and need to access specific candidate data.

• Regular reviews of user access and permissions will be conducted to ensure compliance with this policy.
• Any unauthorized access to candidate data or system breaches must be reported immediately to the HR Director and the IT security team for investigation.

Candidate Communication
Clear and timely communication with candidates is essential throughout the recruiting process.

• All candidates must be notified of the status of their application, whether they have been selected for an interview or not.
• Feedback, when appropriate, should be offered to candidates who have not been selected for the role, ensuring the communication is constructive and respectful.

Internal Collaboration & Accountability
The recruiting system must be aligned with the strategic goals of the business, and all involved parties, including HR, hiring managers, and senior leadership, are accountable for maintaining the integrity of the process.

• The hiring manager is responsible for ensuring that the job description aligns with the current organizational needs.
• HR is responsible for ensuring compliance with the policy and providing guidance and support throughout the process.
• Regular performance reviews and audits of the recruiting process will be conducted to evaluate its effectiveness and identify areas for improvement.

Candidate Experience
The recruiting process must aim to create a positive experience for all candidates, ensuring they feel valued, respected, and well-informed at every stage.

• We will implement best practices in candidate engagement, ensuring that our communication reflects the values and professionalism of the organization.
• Feedback from candidates about their experience should be gathered and analyzed regularly to improve the recruiting process.

Retention of Recruiting Records
Recruiting records, including candidate applications, interview notes, and test results, will be retained for a minimum period as required by law or company policy.

• These records will be stored in a secure, accessible system and will be reviewed periodically for compliance with the retention schedule.