GDPR & Video Interview - Here's 3 facts you didn't know!

GDPR - it’s been a hot topic of conversation for years now, and has evolved from something our industry feared to something that we’ve been able to harness and understand.

However, don’t worry, this will not be another deep dive into the depths of GDPR. Instead, we wanted to put something together that is digestible for those who use video recruitment.

Video recruitment is (obviously) something we’re serious about; therefore GDPR is something we’ve had to develop a lot of knowledge on.

Video interviews are vital in our industry, and in 2023, video is no longer considered a fad - it’s here to stay. As both agencies and in-house teams have adopted videos into their strategies and processes, it’s a function that has become the norm.

So, what does this have to do with GDPR compliance?

As a recruiter, if you use a third-party video interview software solution that isn’t GDPR-compliant, you can run into serious trouble. If the tool you choose fails to meet its compliance obligations, your company, as the Data Controller in terms of DP legislation, might be held responsible and ultimately suffer the consequences. 

FACT: Despite GDPR being mandated by the EU, it affects every country.

As a third-party supplier to the recruitment industry, we ensured that we were completely compliant. Hinterview has an in-built dual-factor consent technology to make sure that all activity on the platform is GDPR-compliant, and recruiters don’t have to worry about additional forms or processes!

We are also ISO 27001 certified, which means we meet the highest internationally recognised security standard. We fully understand the implications of security in the recruitment process.

Here are our top 3 things to look out for when choosing a video recruitment software solution:

1. Candidate Consent (GDPR-compliant consent)

How the recruiter gains consent when performing a video interview, or in our case at Hinterview, it’s essential. For consent to be GDPR-compliant, the candidate must be offered a clear explanation of the intended processing of their personal data (the Fair Processing Notice).

If the intention to film and record the individual is raised once the recording has started, the permission is likely to be deemed inadequate and non-compliant. The approval must be requested before filming when there is no pressure for the candidate to agree, and where the candidate still has the option to decline.

To adhere to GDPR compliance, Hinterview makes it impossible to commence the recording until the candidate has read and agreed to the terms and conditions. Once approved, the webcam connects, but the recording won't begin until the candidate has been briefed and appropriately informed.

When choosing a video interview software that works with your recruitment strategy, this question should be at the top of the list.

2. Storage (GDPR-compliant storage of a video interview)

There is a specific set of storage requirements that a video interview software company must follow. The recording can’t be randomly thrown in an online folder, it must be placed in a designated, safe and access-controlled environment. We have a Client Portal, our cloud-based management tool which allows clients to conduct interviews, review candidates and comment on candidate shortlists all in one place.

When selecting a video interview software, it’s important to check that the tool has the appropriate functions that allow you to delete your recordings when necessary.

Under the storage limitation principle of GDPR (Principle 5), the organisation must not retain any data if it no longer requires it for the purposes defined and agreed upon. Your video interview company must provide the tools required to delete recordings but remember that it’s the responsibility of the Data Controller (the recruitment agency or company) to do so.

3. Accuracy (GDPR-compliant searches and tags)

Any personal data stored must be as accurate and as current as possible to achieve the intended purpose. This means the third-party video interview company you decide to engage needs to have the functions required to search for and find past recordings to allow them to be updated.

Hinterview enables users to leave notes on any recording. This way, if a recruiter needs to update a candidate's information they can do so easily and efficiently. All recordings can be located via identifiable tags. As thousands of video interviews are recorded each month, especially if you work with high candidate volumes, you can imagine this could get a little messy without an appropriate filing methodology.

Video interview software companies that do not save their recordings in an identifiable and searchable area are putting agencies at risk. If your candidate requests that their personal information be deleted (which is one of the individual rights under the GDPR), but the data can't be located. The organisation could find itself in trouble with the Information Commissioner’s Office (ICO)).

What does this mean for you?

Ultimately, this means the video software you decide to invest in is a supplier you trust entirely. If your third-party service provider cannot demonstrate the ways in which they address these essential data management principles and fulfil their GDPR obligations, then you need to keep looking!

Our privacy-first promise means your data is always 100% secure. GDPR compliance is high on the agenda for recruitment. Hinterview has an in-built dual-factor consent technology to make sure that all activity on the platform is GDPR-compliant, and recruiters don’t have to worry about additional forms or processes.

Look out for companies who have proactively invested in achieving compliance and have gone through the paces themselves, to keep your company, your reputation, and your candidates’ data, safe.

Do you want to see the platform that is changing the video recruitment game? Learn more about our solutions, Video Outreach and Talent Delivery, today.