A Glossary of Essential Security and Cryptographic Protocol Terms for HR & Recruiting Professionals
In an increasingly interconnected and automated world, safeguarding sensitive data is paramount, especially for HR and recruiting professionals handling personal candidate and employee information. Understanding the foundational concepts of security and cryptographic protocols isn’t just for IT specialists; it’s a critical skill for anyone involved in managing sensitive data and implementing robust automation. This glossary demystifies key terms, empowering you to navigate the complexities of digital security, ensure compliance, and protect your organization’s most valuable assets.
Encryption
Encryption is the process of converting information or data into a code to prevent unauthorized access. In the context of HR and recruiting, encryption is vital for protecting sensitive candidate data, such as resumes, personal identification, and background check results, both in transit (e.g., during email communication or data transfer to a cloud-based ATS) and at rest (e.g., stored on servers or in a CRM like Keap). By encrypting this data, organizations ensure that even if a breach occurs, the information remains unreadable and unusable to malicious actors, thereby maintaining confidentiality and compliance with data protection regulations. Implementing encrypted communication channels and storage solutions is a cornerstone of a secure data management strategy for any recruiting firm.
Decryption
Decryption is the reverse process of encryption, transforming encrypted data back into its original, readable form. This process typically requires a specific key or password that only authorized individuals or systems possess. For HR and recruiting operations, decryption is the necessary step when authorized personnel need to access encrypted candidate profiles, payroll data, or internal communications. For instance, when an ATS retrieves an encrypted candidate record for a recruiter to review, it undergoes decryption. Ensuring that decryption keys are securely managed and access is strictly controlled prevents unauthorized viewing of sensitive information, upholding data privacy standards and mitigating the risk of internal or external data compromises.
Hashing
Hashing is a one-way cryptographic function that transforms data of any size into a fixed-size string of characters, known as a hash value or digest. Unlike encryption, hashing is not reversible; you cannot reconstruct the original data from its hash. This makes hashing ideal for verifying data integrity and storing passwords securely. In HR and recruiting, hashing ensures that employee or candidate passwords stored in an HRIS or ATS are never exposed in plaintext. When a user enters a password, the system hashes it and compares it to the stored hash. If they match, access is granted. This approach prevents data breaches from compromising actual passwords, enhancing security and compliance, and providing a critical layer of protection for sensitive credentials.
Digital Signature
A digital signature is a cryptographic technique used to validate the authenticity and integrity of a digital document, message, or software. It’s the digital equivalent of a handwritten signature, but with far greater security. For HR and recruiting, digital signatures are indispensable for secure document workflows. Imagine offer letters, non-disclosure agreements, or onboarding forms that require a legally binding signature. A digital signature confirms that the document originated from the claimed sender and has not been altered since it was signed. This capability streamlines processes, reduces reliance on physical paperwork, and provides undeniable proof of consent and agreement, crucial for compliance and legal defensibility in all personnel-related transactions.
TLS/SSL (Transport Layer Security/Secure Sockets Layer)
TLS and its predecessor SSL are cryptographic protocols designed to provide secure communication over a computer network. They are widely used for web browsing, email, instant messaging, and voice over IP (VoIP). When you see “HTTPS” in your browser’s address bar, it signifies that TLS/SSL is in use, encrypting the data exchanged between your browser and the website. For HR and recruiting, TLS/SSL is non-negotiable for protecting sensitive information transmitted via web-based applications. This includes applicant tracking systems, HR portals, video conferencing platforms for interviews, and any cloud service that handles candidate or employee data. It ensures that communication between recruiters and candidates, or between HR staff and HR software, remains private and protected from eavesdropping and tampering.
VPN (Virtual Private Network)
A Virtual Private Network (VPN) extends a private network across a public network, enabling users to send and receive data across shared or public networks as if their computing devices were directly connected to the private network. This creates a secure, encrypted tunnel for data transmission. For remote HR and recruiting teams, a VPN is a critical security tool. It allows employees to securely access internal company resources, such as applicant databases, CRM systems like Keap, or shared drives, regardless of their physical location. By encrypting all traffic between the user’s device and the company network, a VPN protects sensitive HR data from interception when employees are working from home, co-working spaces, or public Wi-Fi, ensuring data confidentiality and integrity.
Firewall
A firewall is a network security device, either hardware- or software-based, that monitors and filters incoming and outgoing network traffic based on an organization’s previously established security policies. Its primary purpose is to create a barrier between a trusted internal network and untrusted external networks (like the internet), preventing unauthorized access. For HR and recruiting operations, a well-configured firewall is essential for protecting internal systems that store candidate applications, employee records, and payroll information from external cyber threats. It acts as the first line of defense, blocking malicious traffic and preventing unauthorized attempts to infiltrate sensitive databases, thereby safeguarding the integrity and confidentiality of human resources data.
Multi-Factor Authentication (MFA)
Multi-Factor Authentication (MFA) is a security system that requires users to provide two or more verification factors to gain access to a resource such as an application, online account, or VPN. Instead of relying solely on a password, MFA adds layers like a fingerprint, a code from a mobile app, or a security token. For HR and recruiting, MFA significantly bolsters the security of critical systems like ATS, HRIS, and CRM platforms where sensitive data resides. It dramatically reduces the risk of unauthorized access even if a password is stolen or guessed, protecting candidate information and employee records from breaches. Implementing MFA is a standard best practice for securing access to all digital assets within a modern recruiting firm.
Phishing
Phishing is a type of social engineering attack where malicious actors attempt to trick individuals into revealing sensitive information, such as usernames, passwords, and credit card details, by impersonating a trustworthy entity in an electronic communication. In HR and recruiting, phishing attacks are particularly dangerous because they often target job applicants or employees. Scammers might impersonate a recruiter to collect personal data or a company executive to request sensitive employee information. Awareness and robust email security protocols are crucial to defend against phishing. Training HR and recruiting teams to recognize red flags in emails and implementing advanced threat protection for email systems are vital steps to prevent data breaches and protect both organizational and individual privacy.
Ransomware
Ransomware is a type of malicious software that encrypts a victim’s files, making them inaccessible, and then demands a ransom payment (typically in cryptocurrency) for their decryption. If the victim doesn’t pay, the data may remain encrypted or be deleted permanently. For HR and recruiting, a ransomware attack can be catastrophic, potentially locking access to crucial applicant databases, employee records, payroll systems, and communication logs. The inability to access these systems can halt hiring, delay onboarding, and cripple daily operations. Robust data backup and recovery strategies, coupled with strong cybersecurity defenses and employee training, are absolutely essential to mitigate the impact of ransomware and ensure business continuity without resorting to paying cybercriminals.
Cryptography
Cryptography is the science and art of secure communication in the presence of adversaries. It involves techniques for secure communication in the presence of third parties (adversaries) by constructing and analyzing protocols to prevent malicious third parties from reading private messages. In essence, it’s the underlying principle behind many security measures. For HR and recruiting, understanding the role of cryptography highlights the importance of robust security features in the tools they use. Whether it’s ensuring the privacy of candidate applications in an ATS, the integrity of digital contracts, or the secure transfer of background check results, cryptography provides the mathematical foundation for trust and confidentiality in all digital interactions involving sensitive personnel data.
Blockchain
Blockchain is a distributed, immutable ledger that records transactions in a secure and transparent manner across a network of computers. Each “block” contains a timestamped batch of transactions, and once recorded, the data in a block cannot be altered without altering all subsequent blocks and the consensus of the network. While primarily known for cryptocurrencies, blockchain has potential applications in HR. For example, it could be used for verifying academic credentials or employment histories instantly and immutably, reducing fraud and streamlining background checks. It could also manage secure digital identities for employees, offering enhanced data integrity and transparency, thus impacting how HR and recruiting professionals verify and manage candidate information securely.
Zero Trust
Zero Trust is a security model based on the principle of “never trust, always verify.” Instead of assuming everything inside an organization’s network is safe, Zero Trust demands strict identity verification for every person and device attempting to access resources, regardless of whether they are inside or outside the network perimeter. For HR and recruiting, implementing a Zero Trust model is crucial for protecting highly sensitive employee and candidate data. It means every access attempt to the ATS, HRIS, or CRM requires re-authentication, and access is granted based on the least privilege necessary. This approach significantly reduces the attack surface, preventing lateral movement by unauthorized users and protecting critical HR assets from both external and internal threats.
Data Privacy
Data privacy refers to the right of individuals to control how their personal information is collected, used, shared, and stored. It’s a critical concept underpinned by regulations like GDPR and CCPA. For HR and recruiting, data privacy is not just a legal obligation but a cornerstone of ethical practice. It mandates how candidate resumes, personal contact details, interview notes, and background check results must be handled, requiring consent for data processing, ensuring data accuracy, and providing individuals with rights over their information. Adhering to data privacy principles builds trust with applicants and employees, mitigates legal risks, and reinforces an organization’s commitment to responsible data stewardship in all aspects of its talent acquisition and management processes.
PKI (Public Key Infrastructure)
Public Key Infrastructure (PKI) is a set of roles, policies, and procedures needed to create, manage, distribute, use, store, and revoke digital certificates and manage public-key encryption. It provides the framework for secure electronic transactions and communications. In HR and recruiting, PKI is fundamental for authenticating identities and ensuring the integrity and confidentiality of sensitive data. It’s used to issue digital certificates that verify the identity of servers for secure connections (like HTTPS for your ATS), and to sign documents digitally, ensuring non-repudiation for offer letters and contracts. PKI enables secure email communication and encrypted data transfers, providing a robust backbone for trusted digital interactions that are essential for handling confidential personnel information.
If you would like to read more, we recommend this article: The Unseen Threat: Essential Backup & Recovery for Keap & High Level CRM Data
