Every day many files are exchanged back and forth between candidates, clients and intermediaries within temporary employment, secondment and recruitment agencies. CVs, ID documents, contracts, pay slips, assessment forms and references, everything revolves around people and data. Yet in many organizations this is still done in a way that no longer suits the sensitivity of that information. Ordinary e-mail is still the standard, despite being one of the greatest security risks within the sector.
Convenience wins over safety
Recruiters and intermediaries work under enormous time pressure. Candidates must be introduced today, clients expect speed, and there are often multiple parties involved in the chain. In such a dynamic environment, convenience quickly wins out over policy.
Forwarding a resume or copy ID "just quickly" via e-mail feels innocuous, but it's exactly where things go wrong. Emails get forwarded, remain stored on servers for years, or end up with the wrong recipient. Even if that happens accidentally, it can already be a data breach resulting in notification requirements and reputational damage.
In addition, employees often use their cell phone or personal mailbox to share documents, especially if the candidate or client "just wants to get something quickly." This completely loses control of confidential data.
Candidate data is extra sensitive
The employment services industry processes large amounts of personal data every day, often more than many other industries. A resume quickly includes hometown, date of birth, phone number, e-mail address and work history. Add in a copy ID or contract, and it's information considered "particularly sensitive" under the AVG.
The Personal Data Authority therefore sees this industry as risky, precisely because data is shared in so many different places: between internal employees, clients, self-employed workers, payroll administrations and supporting parties such as social work or insurance agencies. As soon as an unsecured e-mail is sent somewhere, no one can say for sure where exactly the data ended up.
"We have a portal," but do people use it?
Many organizations invest in a secure portal or customer environment to share documents. On paper this is a good step, but practice shows otherwise. Candidates forget their login credentials, clients find it cumbersome, or the link to the platform doesn't work on mobile devices. What happens then? People revert to what they know: e-mail. As a result, in addition to the official secure solution, there is still a parallel flow of information via Outlook, Gmail or WhatsApp. Security is then a paper reality: in practice, the risk zone remains the same.
Safe sharing doesn't have to be complicated
The key lies in ease of use. If secure working offers the same speed and simplicity as regular e-mail, then people will actually do it. FileCap plays right into that. With FileCap, you share files directly from Outlook or your browser, without the need for portals or additional accounts. Files are automatically encrypted and can only be opened by the intended recipient. In addition, you can see exactly whether a file has been received and opened, and easily set an expiration date or password. This keeps control of personal data where it belongs: with your organization. And the best part: it doesn't change the way recruiters work, just the way data is protected.
Time to get it right
The employment services industry runs on trust. Candidates trust you with their personal information; clients trust you to handle that information with care. That trust cannot be damaged by something like a wrongly sent e-mail. By sharing securely with FileCap you show that your organization takes responsibility. Not because the AVG requires it, but because it is part of working professionally.
Security does not have to inhibit speed or convenience. On the contrary: it ensures that your organization can confidently continue doing what it does best: connecting people. Discover how easy secure sharing can be with FileCap.
