In a world where remote working is redefining the future of hiring, trust has never been more important.
Security, privacy and fraud prevention are essential elements for any HR team. The data collected during hiring is sensitive and involves a risk of security breaches. Therefore, all protective measures should be taken to protect employee and candidate data, both for legal and ethical reasons.
The right technology helps protect HR data??
HR technology providers need to have the right systems in place. That’s why at Xref, to protect the trust of our customers, we have a security mindset.
With 11 years of experience under our belt, we help organizations around the world collect and assess reference check feedback that enables recruiting teams to make sound recruiting decisions. For technology to work properly and transparently, it is important to ensure that it is well integrated into existing HR processes; it’s a bit like putting the pieces of a puzzle together.
Not all system integrations are created equal, sometimes technology integrates seamlessly, and sometimes it doesn’t. Here is a blog post on the communication tools used when checking references and what businesses should opt for.
Emails and why they work well??
For recruiters around the world, email is the preferred channel for HR communication. Communications sent by email can easily be monitored through IP tracking technology.
Xref’s “Unusual Activity” algorithm exposes IP addresses and browser choices to identify geographic locations, devices, and networks. For example, we can identify if a candidate or referrer opens an email; this prevents referees from emailing candidates for reference checks to complete. Our Unusual Activity Algorithm monitors various data points in real time to identify candidate and referee locations, the devices they are using, and the times they are performing a step in the process.
Xref not only reports any potentially fraudulent activity, it highlights the reasons for the report, such as a candidate’s IP address being the same as their referee, and gives the employer the opportunity to further explore the issue. before it is too late.
Another important feature for customers is the multilingual option. Candidates and referees using Xref can easily change the language options, making reference checking accessible and convenient to use. With Xref, you can send a reference request in English to a candidate who can read it in Spanish and then send it to two references who speak German and French. Unfortunately, SMS (Short Message Service) technology currently does not allow easy changing of language settings, reducing the accessibility that we have worked so hard to provide on our platform.
Why SMS is not the ideal solution for reference checks
As practical as it is, SMS (short message service) has some drawbacks compared to other forms of communication.
Before global compliance laws got stricter, Xref pioneered the use of SMS when requesting referrals. We learned some valuable lessons, one of the most important information being that SMS slowed down the reference check process by adding another step.
According to user experience, people complain about excessive communication, so text messages and emails are not the ideal preference for referees.
Technically speaking, the use of the SMS function has limitations, such as:
The sender is not notified when a mobile number has been entered incorrectly.
There is no IP, device or geolocation information, making it difficult to detect suspicious activity.
It presents a risk of imitating spam, in particular because links are included in the texts.
Why SMS Reference Checks Put Employers at Risk of Non-Compliance
Safety and compliance laws vary by country or territory; SMS technology still has a long way to go when it comes to data protection and security, which can put an employer at risk of non-compliance. Here are some reasons why SMS is not data compliant:
There is a risk of exposing a candidate’s candidacy via on-screen alerts and notifications.
There is a higher likelihood of fraudulent referrals without IP tracking, as applicants can easily copy and send the unique links to friends or respond to the check from another mobile number.
There is little to no visibility into bounce rates and delivery success, so employers don’t know if their message got delivered.
The SMS are added to the candidates “spam” and the referees receive on their mobiles.
Unlike email, it is difficult for service providers to track reference checks and provide real-time updates.
Xref’s commitment to security and compliance ??
Xref is used by thousands of organizations around the world, including trusted entities such as government, education, healthcare, and non-profit organizations. We are ISO27001 certified, SSL secured and GDPR compliant. We also have two-factor authentication to ensure the security of our clients’ accounts. We frequently test our security to make sure that we are providing the most secure platform in the world.
We never say never when it comes to creating the best possible experience for our customers. SMS is a great feature of our new exit survey platform and will also be used in our soon to be released Pulse Survey tool. For current employees, it is a complementary communication tool. For reference checking, this is no use.
Over a million people have used our platform in 195 countries this year alone. Security, privacy, and deliverability literally mean the world to us, and customers love to use Xref.
One of the main reasons so many businesses trust us is our commitment to maintaining security and privacy and to detecting fraud. Fraud monitoring, privacy, availability of multilingual options, and deliverability are all critical, which cannot be achieved with SMS technology. With our software solution, we empower companies to make sound hiring decisions to verify their hires, and candidates can count on them to help them reach their potential.