There are two really annoying things about online recruiting: dirty contact data and spam applications. In terms of compliance, it’s a risky business.
You’ve probably seen some of those perpetual job ads posted by “recruiting agencies.” They usually have hundreds of applicants but never seem to find the right hire… A lot of annoyed people on Reddit seem to agree with us that they’re probably harvesting and selling resumé information.
Are you getting these lists from recruiting sites? Is this illegal, and how do you ensure you don’t get dirty data?
The other problem hiring managers face is getting lots of spam applications. Who has time to sift through hundreds of random applicants who may not even fulfill the basic job requirements or simply lie on their resumés? But enough ranting from us.
We’re here to talk about solutions. In this post, we’ll share our tried-and-trusted methods for candidate outreach that are’s clean and compliant with data privacy laws.
Compliance concerns: How to ensure your data is clean
Dirty data includes contact info that’s incomplete, inaccurate, outdated, or non-compliant (sourced in a fishy way). Infringing privacy rights can have some major repercussions for your organization. In the EU, if GDPR must be enforced, your company could pay hefty fines of €20 million or more – no matter where you’re located.
The legislation in the US is far more lenient, and the CCPA/CPRA only applies to residents of California, USA. But many other states in the US have adopted the same privacy laws, so it’s a safe bet to stay compliant if you’re accessing US employee data.
When it comes to serving contact data online, the GDPR and CPRA apply to the data originator organization. In other words, it’s up to LinkedIn and its subprocessors to stay compliant with how they process data – not you, the user of their data. This also applies across social media platforms like Facebook and Instagram (if you’re using these for candidate outreach). This is a major benefit of relying on platforms like LinkedIn for compliant candidate data as opposed to sourcing contact lists online.
But, because social media platforms rely on UGC (user-generated content), there’s a high likelihood that users make mistakes or omit information when they add their contact data. And let’s face it – some LinkedIn users simply lie to make their profiles look good!
So, how do you know if your LinkedIn data is clean – complete, accurate, up-to-date, and compliant? Learn how to verify candidate information on LinkedIn using our tried-and-tested workflows.
In short, here’s our workflow to confirm candidate data cleanliness:
- Cross-reference different contact data sources.
- Check previous employers’ company info.
- Compare education timelines and contact tertiary institutions.
- Contact references and check for repetitions in endorsements.
- Request LinkedIn skills tests and run trial assignments.
Sounds like a lot of work, right? But we have to admit we also have a little helper – we use Wiza’s Chrome plugin to instantly verify candidate data while checking LinkedIn profiles. Another helpful platform we use is Genesy, which uses waterfall enrichment to populate your contact databases with accurate information.
Improve candidate lead quality
The best way to get clean, high-quality job applications is to put authenticity checks in place. Asking for their LinkedIn profile link is one of the safest and most reliable ways to verify their contact info and professional experience.
Adding certain required fields can create a barrier for spam and unqualified leads, such as:
- LinkedIn profile link.
- LinkedIn company profile link (current or past employer).
- Phone number with verification check.
- Email address with verification check.
- Long-form fields where the candidate can share a personal experience
- Trial assignment field.
- CAPTCHA or other security measures.
Pro tip: Reach out to candidates personally by giving them a call. Learn how to verify phone numbers to save time and effort.
Stay compliant with data privacy laws
If you’re accepting job applications on your own site or via email, make sure the candidate is 100% aware of how you’ll be processing and storing their information. You can also add a disclaimer or footnote to inform them how they may request their contact info to be deleted from your databases.
Don’t add job applicants to your company’s newsletter or sales campaigns without their explicit consent – they must opt-in for their data to be used for any purpose other than the original intent (applying for a job at your company).
And never, ever share or sell your candidate data to affiliates or third parties. But, according to data privacy laws, you may share candidate data with your umbrella company if you fall under one. As long as the candidates’ personal information is used for the original intent or other intents with their consent.
Let’s break it down
Data privacy compliance is a hot topic in HR, sales, and marketing where contact info is an essential ingredient. Your hiring practices should reflect this concern. Garner and use clean candidate data and make sure applicants understand how you’ll use and store their personal information.
Here are our crib notes to copy and paste:
- Avoid spammy job applications by reaching out to ideal candidates instead.
- Use a 100% compliant LinkedIn-based list builder like Wiza or Genesy to create specific and accurate contact lists.
- If you’re accepting job applications, pre-qualify candidates with required fields that verify personal information.
Commonly asked questions and answers
How can hiring managers reduce spam job applications?
To reduce spam applications, hiring managers can:
- Add application verification fields like LinkedIn profile links and phone/email verification.
- Require long-form answers or trial assignments to gauge a candidate’s seriousness and suitability.
- Use CAPTCHA or other security measures to block bots.
What tools can help verify candidate data effectively?
Tools like Wiza and Genesy are excellent for verifying and enriching candidate data:
- Wiza integrates with LinkedIn to confirm profiles and contact information.
- Genesy uses waterfall enrichment to populate databases with accurate and up-to-date information.
How can companies ensure compliance with data privacy laws when recruiting?
To stay compliant:
- Clearly communicate how candidates’ data will be used, stored, and processed.
- Include disclaimers or footnotes informing candidates of their rights, such as requesting data deletion.
- Avoid using applicant data for purposes other than recruitment without explicit consent.
- Never share or sell candidate data to third parties unless permitted by law or consent.
