As the name implies, confidential material is meant to be kept secret from anyone who isn't permitted to view it. There may be varied employee information that you need to protect, such as wage information, performance reviews, and medical records. Severe violations of confidentiality might result in disciplinary action, criminal charges, and even legal trouble. Employer confidentiality while hiring graduates is a must to adhere with.
It is critical for the employers, HR Teams to be specific, to maintain confidentiality while hiring graduates as Interns. HRs are the ones who manage some really important business as well as employee data. It’s their job to keep it that way. Keeping important information secret is good for both employees and employers in the long run, but especially for new hires. Keeping the information secret can mean keeping it safe, so it doesn't get into the wrong hands or leak.
The HR team works in continuous collaboration with the IT infrastructure team who uses the privacy tools and techniques to keep it private.
What all information must the employers keep away?
1. Employee Information:
All the new employee information must be kept discreet apart from the contact numbers. There’s a bunch of data that is stored when a new joiner comes in which includes: • Salary components:
All things related to salary, benefits, perks, etc. must be kept confidential and must only be for official records. No other employee must have access to these files, either in soft copy or hard copy. • Documentation:
Any paperwork you fill out while joining the company or later, like contracts or additional policies, must be kept secret. • Employment History:
It's not important for the rest of the team to know what the new people do or where they worked before. These are good with the HR team only. • Personal information:
Their security numbers, personal emails, and home addresses should not be shared with other people unless they do so themselves. • Performance reviews/appraisal:
Any pay raises or reviews should only be shared with the intern who got them, not even with the other interns.
2. Medical Information:
No one besides the employee's employer or manager needs to worry about their medical history or any illnesses they may have.
This information can only be shared with other people with the candidates' permission.
In fact, there shouldn't be any talk about the health of employees as long as their work isn't getting in the way.
3. Criminal records:
There are times when young students tend to have done stuff not to be disclosed. For e.g: staying in jail or having a ticket in their name for reasons like assault, harassment, high speed driving, performance issues, etc. But if the candidates are transparent with their information, the employer must also keep it very discreet. Leaking such information might create issues for them later, regarding teammates or their managers even.
Of course the employer will make prior investigation of the same before hiring such a person. If they find the candidate still having same issues, their candidature may cancel. It’s upon the employers and the HR teams to maintain the privacy of information disclosed by candidates. The data is needed for official records, but it also needs to be managed in a way that builds trust and credibility in the company as a whole.
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