Compliance with the British Standard (BS7858) guidelines for security vetting involves handling sensitive personal data, including financial and criminal records. With GDPR and other data protection laws in place, organizations must tread carefully to avoid legal pitfalls. This blog outlines how to balance BS7858 requirements with stringent data protection standards.
Understanding the Intersection of BS7858 and Data Protection Laws
Conducting BS7858 security screening requires meticulous attention to both legal and ethical considerations. Organizations must manage personal data, from financial history to criminal records, while maintaining strict compliance with GDPR regulations. Failing to do so not only risks penalties but can also damage an organization’s reputation.
By understanding the BS7858 screening process, employers can align their efforts with data protection laws, ensuring both compliance and candidate trust.
Key BS7858 Data Requirements
The BS7858 employee vetting process involves gathering and verifying specific personal data, including:
- Identity Verification: Confirming identity through passports or driver’s licenses.
- Financial History: Checking for bankruptcies or county court judgments (CCJs).
- Employment History: Verifying a minimum of five years of employment records.
- Criminal Background: Conducting enhanced criminal record checks.
These steps ensure that every hire meets the industry standards for reliability and trustworthiness.
Recommended Reading: Learn about ten key questions to ask when conducting background checks for security candidates to ensure compliance.
GDPR Principles to Follow
Compliance with GDPR is integral to conducting BS7858 screening in a manner that respects candidates’ privacy while maintaining operational transparency. Organizations must adopt GDPR-compliant practices to manage sensitive personal data responsibly and ethically. The core principles include the following:
Lawfulness, Fairness, and Transparency
Organizations must provide candidates with clear and accessible information about the data being collected, its purpose, and how it will be processed. Transparency fosters trust and ensures that candidates feel informed and respected throughout the process.
Purpose Limitation
Data collected during BS7858 screening must be used exclusively for vetting purposes. Repurposing this information for unrelated activities is not only unethical but also a violation of GDPR standards.
Data Minimisation
Only collect the data that is essential for the screening process. Extraneous information not directly related to the BS7858 requirements should be avoided to reduce risks and uphold data protection standards.
Accuracy
Regularly reviewing and updating data ensures that it remains accurate and reliable. Errors in the information could lead to inappropriate decisions or non-compliance.
Storage Limitation
Retain personal data only for the duration necessary to comply with BS7858 standards. After the required retention period, organizations must ensure secure deletion or destruction of data.
Integrity and Confidentiality
Safeguarding data against breaches, unauthorized access, or loss is paramount. Implementing encryption, secure systems, and strict access controls are essential measures to protect sensitive information.
By integrating these principles into their processes, organizations can maintain compliance and demonstrate a commitment to ethical data management.
Steps to Ensure Compliance
Successfully adhering to BS7858 screening requirements can seem challenging, but a structured approach ensures compliance and efficiency. Follow these key steps to streamline the process:
Recommended Reading: Learn the five best practices for security vetting in compliance with updated industry standards and innovations.
1. Obtain Informed Consent
Begin by clearly explaining the scope of the data collection to the candidate, including what data will be gathered, how it will be used, and how long it will be retained. Use detailed consent forms to secure explicit agreement, ensuring candidates fully understand their rights and the process.
2. Secure Data Storage
Utilize encrypted systems to store sensitive data, limiting access to authorized personnel only. Regularly conduct audits to identify and address vulnerabilities, ensuring your data storage practices remain compliant with GDPR and other relevant regulations.
3. Use Reliable Third-Party Services
Partner with trusted BS7858 vetting providers like GuardCheck. These providers offer streamlined processes that align with GDPR and provide additional layers of verification to enhance compliance and operational efficiency.
4. Develop a Data Retention Policy
Establish clear guidelines for retaining and securely deleting screening records. While BS7858 standards require retaining data for seven years post-employment, ensure certified methods are used for secure disposal afterward.
5. Address Data Subject Requests
Implement robust processes to handle requests from candidates regarding their data, including access, corrections, or deletions. Swift responses demonstrate your commitment to transparency and legal compliance.
By following these steps, organizations can ensure a seamless and compliant BS7858 vetting process that respects both operational and ethical standards.
Common Pitfalls and How to Avoid Them
- Over-Collection of Data: Limit data collection strictly to what is necessary for BS7858 compliance.
- Data Breaches: Regularly update security protocols and conduct employee training.
- Inadequate Documentation: Maintain clear records of data collection and consent processes.
Simplifying BS7858 Screening with GuardCheck
GuardCheck—a fully-managed BS7858 vetting service—offers a digital solution designed for efficiency and compliance. Here’s how it helps:
- Completes BS7858 vetting reports in under 48 hours for faster onboarding.
- Adheres to BS7858 and data protection standards for complete regulatory assurance.
- Safeguards candidate information with advanced protocols.
- Automates workflows to cut down manual efforts.
- Offers a user-friendly dashboard that provides real-time updates and simplified tracking.
Sign up now to integrate GuardCheck into your recruitment process.