As a recruiter, you’ll find yourself sending confidential records back and forth between yourself and clients constantly. Because of this, it’s imperative that you take note of the Data Protection Act and ensure that you comply with all regulations stated under the law. Every individual has the right to confidentiality, especially with private documents such as medical records. So, by comparing reliable delivery services from top companies, such as those on https://www.parceldelivery.com/, you can ensure that these remain private and are sent over to the client safely. Follow these simple steps to ensure client confidentiality at all times.
Keep Third Parties at Bay
When sending across confidential documents to your client, you must never reveal any personal data to a third party, unless the individual gives you fully informed consent. Obviously, this includes the courier you are using, but even parents, relatives and friends have no right to be granted access to these personal documents without the consent of the client concerned, so ensure that you keep them completely private under data protection. There may be a scenario where the police request access to these documents. If this is the case, always ensure that steps are taken to find out whether these requests are legitimate or not, otherwise you are breaching data protection laws.
Ensure All Packaging is Secure
Depending on where your client is based, the documents might have a considerable distance to travel before reaching them. With so many miles between you both, you must ensure that the documents remain secure along the entire duration of the journey, no matter what. When sending the confidential documents, it’s paramount that you write the address perfectly, even if that means scrapping the label and re-writing it five different times! By writing the incorrect address, you’re giving a total stranger a free pass to read personal documents, completely disobeying the regulations of data protection. In addition to this, ensure all packaging is as secure as possible by using nylon or vinyl tape along all parcel edges and openings to prevent any documents from slipping out.
Gain Fully Informed Consent Before Sending
Everyone knows the dangers of sending a confidential document via delivery, as you never know where it could end up if not arranged properly. I’m sure most of us have had a negative experience with couriers, where a parcel has never turned up or it was significantly delayed along the process. With all of these risks in mind, a client might not agree to a recruiter sending their documents back via postal services. Therefore, you must always gain proper consent from the client before arranging any delivery services. By complying with this step, you give the client the option to accept delivery of their documents, or pick them up themselves if they’d prefer.
Consider the Appropriate Delivery Option
Depending on the type of data you’re sending and the amount of it, you need to select an appropriate delivery option that is most favourable for the circumstance that you’re in. For example, if you’re sending small items such as test results or client records, a standard postal service could be the best option. Or, if you’re sending large amounts of individuals’ data, where proof of packaging and confirmation of receipt is required, it may be worth investing in special delivery services instead. This is because even though there is still a risk of losing documents, the risk is reduced significantly.
Without taking the correct precautions before sending confidential documents back to your client, you could risk violating regulations put in place under data protection, putting yourself and your company in serious danger. By making a few simple adjustments to your process however, you can keep confidential files, confidential.