Background checks have become a common practice in various industries such as healthcare, finance, education, and transportation, among others. They help employers evaluate the suitability of candidates to fill job positions. The process involves searching for criminal records, credit reports, education and work history, and other types of public sources that can provide additional insight into a person's background. However, changes in privacy laws and regulations have impacted what employers can, or cannot, access during background checks. Here is a look at the latest developments and what they mean for the future of background checks.
Privacy laws and regulations affecting background checks
The landscape of privacy laws and regulations is constantly evolving, making it difficult for employers to remain compliant and up-to-date. Below are some of the recent changes that have affected background checks:
1. GDPR: The General Data Protection Regulation (GDPR) is a European Union (EU) privacy law that came into effect in 2018, replacing the Data Protection Directive. The GDPR applies to any organization, regardless of its location, that handles personal data belonging to EU citizens. The GDPR strengthens individuals' rights over their data and imposes strict rules on how their data should be processed, stored, and shared. Employers conducting background checks on EU citizens must comply with the GDPR's requirements to avoid hefty fines and reputational damage.
2. The Fair Credit Reporting Act (FCRA): The FCRA is a US federal law that regulates the collection, dissemination, and use of consumer information, including background checks. Employers have to comply with the FCRA's strict procedures, such as obtaining written consent, providing a clear disclosure, and giving candidates an opportunity to challenge false information. Violating the FCRA can result in costly lawsuits, penalties, and negative publicity.
3. Ban the box legislation: "Ban the box" is a movement in the US that aims to remove the criminal history question from job applications. Several states and cities have passed ban the box legislation, making it illegal for public and private employers to inquire about an applicant's criminal record on job applications. The rationale behind this movement is to give former offenders a fair chance at employment and reduce discrimination in hiring. Employers must comply with these laws and find alternative ways to conduct criminal background checks without breaching privacy rights.
How are these changes impacting background checks?
1. More focus on the candidate's consent and privacy
With the GDPR and FCRA, candidates' consent and privacy have become the center of attention in background checks. Employers must obtain explicit consent from candidates before collecting and processing their personal data. Employers must also provide candidates with clear and transparent information about why and how their data will be used. In addition, employers must ensure that candidates' data is kept secure, accurate, and up-to-date, and that candidates have the right to access and correct their data. Employers that fail to comply with these requirements risk facing severe penalties, losing business, and damaging their reputation.
2. More emphasis on accuracy and fairness
The FCRA and ban the box laws aim to ensure accurate and fair background checks. Employers must ensure that the information they obtain is accurate, complete, and up-to-date, and that they use reliable and reputable sources. Employers must also give candidates the opportunity to challenge any false or misleading information before taking any adverse action. Employers must also avoid using background checks to discriminate against candidates based on their race, gender, age, religion, or other protected characteristics. Employers that fail to comply with these requirements risk facing legal claims, damages, and public scrutiny.
3. More reliance on technology and automation
To comply with the increasing complexity and volume of privacy laws and regulations, employers are turning to technology and automation to streamline their background check processes. From online consent forms to AI-powered screening tools, technology is helping employers collect, analyze, and store candidates' data more efficiently and accurately. However, employers should be cautious when using technology to avoid violating privacy laws and to ensure that the technology is fair and unbiased. Employers should also be transparent with candidates about the use of technology and provide them with clear and accessible information about their privacy rights.
Conclusion
Privacy laws and regulations are constantly evolving, and employers must adapt their background check practices to remain compliant and ethical. Employers must prioritize candidates' consent, privacy, accuracy, and fairness in their background checks and leverage technology and automation to streamline their processes. Employers that fail to comply with privacy laws risk facing severe penalties, litigation, and reputational damage. By staying up-to-date and proactive, employers can conduct background checks that are effective, efficient, and ethical.
