Make the employer and process identifiable
Use a verified company identity, a working contact route, and a clear description of who is hiring. Tell applicants who may contact them, what stages to expect, and the best available estimate of timing.
Keep the listing accurate and active. If hiring pauses, changes location, or closes, update the vacancy and let candidates already in the process know what has changed.
Collect only what the process needs
Ask only for information needed at that stage. Restrict access to CVs, interview notes, and contact details to people involved in the decision. Use approved storage and sharing tools, and follow your organisation’s retention and deletion rules.
Do not request passwords, bank details, or identity documents through an ordinary job application. If later checks are necessary, explain why, when they happen, and how the information will be protected.
Close the loop
Set realistic response targets for the hiring team and maintain a single source of truth for candidate status. Send an update when a delay occurs rather than leaving applicants to guess.
Give useful, respectful feedback where your process allows it. Tell unsuccessful applicants when their data will be removed or retained under your stated policy, and make contact preferences clear.
Action checklist
- Verified employer identity and working contact.
- Stages and expected timing communicated.
- Candidate access limited to the hiring team.
- Sensitive checks use an approved secure process.
- Closed roles and candidate records handled according to policy.