Here’s how to craft a candidate-friendly data policy that’s easy to understand and doesn’t require a legal degree to read.

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Summary by Notion AI

• Use conversational language to make the policy easy to understand
• Focus on transparency about data collection and usage
• Highlight candidates' control over their personal information
• Explain data security measures in simple terms
• Keep the policy concise and focused on key points
• Build trust with candidates through clear communication
• Ensure compliance with data protection regulations
• Prepare for future AI integration in recruitment processes </aside>

1. Keep the Language Conversational

A data policy is more than just a legal document—it’s a way to communicate with your candidates and build trust. Avoid legalese and write in plain, conversational language that’s easy to understand.

• How to do it: Explain in simple terms what data you collect, why you collect it, and how you use it. Be honest and transparent, and avoid overly technical or formal language.
• Why it matters: Candidates are more likely to read and understand your data policy if it’s written in a conversational tone. This helps build trust and ensures they’re fully informed.

Practical Tip:

Instead of saying, “We collect personal information to comply with applicable laws and regulations,” try something like:

“We only ask for the info we need to find you the best job opportunities. We can always update or delete your details whenever you ask.”

2. Focus on Transparency

Candidates deserve to know exactly how their data will be used. Be transparent about what information you collect, how you store it, and what you do with it.

• How to do it: Break down the data you collect into categories and explain how each type of information will be used. Make sure candidates know how long their data will be stored and when it will be deleted.
• Why it matters: Transparency is a core requirement of data protection regulations like GDPR and CCPA. It also reassures candidates that you’re treating their information with care. This is one of our recommended steps for your ethical AI roadmap.

Practical Tip:

Create a simple breakdown like this in your policy:

“We collect:

• Contact details like your name, email, and phone number.
• Your resume and information about your work experience and qualifications.