A Glossary of Key Terms in Core Cryptographic and Encryption Terminology

In today’s data-driven world, where sensitive information is constantly shared and stored, understanding the fundamentals of cybersecurity is no longer just for IT professionals. For HR and recruiting leaders, navigating the complexities of candidate data, employee records, and secure communication is paramount. This glossary demystifies essential cryptographic and encryption terms, providing clarity on how these principles underpin data security, compliance, and the robust automation systems that power modern recruitment and HR operations.

Encryption

Encryption is the process of converting information or data into a code to prevent unauthorized access. Essentially, it scrambles data so that only authorized parties with the correct key can unscramble and read it. In HR, this is critical for protecting sensitive personal identifiable information (PII) such as social security numbers, bank details, health records, and performance reviews. Implementing encryption for data “at rest” (stored in databases or on servers) and “in transit” (when sent across networks during applicant tracking or payroll processing) is a fundamental step in preventing data breaches and maintaining regulatory compliance, safeguarding both the organization and its people.

Decryption

Decryption is the reverse process of encryption, converting encoded or encrypted data back into its original, readable form. It requires the correct cryptographic key, which acts like a secret password, to unlock the scrambled information. For HR and recruiting professionals, understanding decryption is vital for secure data access. When an automated system retrieves an encrypted employee file, for instance, it uses the appropriate key to decrypt it for authorized viewing or processing. This ensures that while data is protected from unauthorized eyes, legitimate users and integrated systems can seamlessly access the information they need to perform their functions, all within a secure, controlled environment.

Cryptography

Cryptography is the scientific discipline and practice of secure communication in the presence of adversaries. It involves designing and implementing algorithms to protect data from unauthorized access, alteration, and forgery. Beyond just encryption, cryptography encompasses various techniques for ensuring data confidentiality, integrity, authentication, and non-repudiation. In an HR context, cryptography is the foundational technology behind secure applicant portals, confidential employee communications, and protected payroll processing. It allows recruiting automation to securely transmit candidate assessments, ensures the integrity of digital employment contracts, and verifies the identity of users accessing sensitive HR systems, thereby building trust and preventing fraud.

Symmetric-Key Encryption

Symmetric-key encryption uses a single, shared secret key for both encrypting and decrypting data. It’s highly efficient and fast, making it suitable for encrypting large volumes of data. However, the secure exchange of this shared key between communicating parties is crucial and can be challenging. For HR and recruiting, symmetric encryption might be employed internally to secure large databases of employee records or candidate profiles on a company’s secure servers, where key distribution can be more tightly controlled. It ensures that internal data processing, such as batch updates or data analytics, remains confidential and protected without significant performance overhead, maintaining a strong security posture for high-volume data operations.

Asymmetric-Key Encryption (Public-Key Cryptography)

Asymmetric-key encryption, also known as public-key cryptography, uses a pair of mathematically linked keys: a public key and a private key. The public key can be freely shared, while the private key must be kept secret. Data encrypted with one key can only be decrypted by the other. This method is crucial for secure communication over untrusted networks and for digital signatures. In HR, asymmetric encryption is vital for securing external communications, such as transmitting offer letters or background check results to candidates or third-party vendors. It also enables digital signatures on employment contracts, ensuring the authenticity and non-repudiation of documents without the need for physical paperwork, streamlining the hiring process securely.

Hashing

Hashing is a one-way cryptographic process that transforms any given input data into a fixed-size string of characters, known as a hash value or digest. Unlike encryption, hashing is irreversible; you cannot reconstruct the original data from its hash. It’s primarily used for verifying data integrity and securely storing passwords. In HR and recruiting, hashing plays a critical role in confirming that documents, like resumes or candidate assessments, haven’t been tampered with during transmission or storage. It also secures password storage for HR systems by storing hashed versions of passwords instead of the actual passwords, protecting against breaches even if a database is compromised, thereby enhancing overall system security.

Digital Signature

A digital signature is a cryptographic mechanism used to verify the authenticity and integrity of digital documents, messages, or software. It’s like a handwritten signature but far more secure, providing proof that a message originated from a specific sender and has not been altered since it was signed. Digital signatures utilize asymmetric-key encryption. In HR and recruiting, digital signatures are transformative for legal and operational efficiency. They ensure the veracity of employment contracts, offer letters, and policy acknowledgments. By automating the digital signing process, organizations can expedite onboarding, reduce paperwork, and establish legally binding agreements with irrefutable proof of consent and authorship, streamlining processes while maintaining compliance.

SSL/TLS (Secure Sockets Layer/Transport Layer Security)

SSL (Secure Sockets Layer) and its successor, TLS (Transport Layer Security), are cryptographic protocols designed to provide secure communication over a computer network. They encrypt the data exchanged between a web server and a web browser, ensuring privacy and data integrity. When you see “https://” in a website’s URL, it indicates that SSL/TLS is active. For HR and recruiting, SSL/TLS is fundamental for protecting sensitive information submitted through online application forms, candidate portals, or internal HR platforms. It safeguards applicant data, employee login credentials, and personal information from eavesdropping or tampering as it travels across the internet, ensuring secure and confidential interactions at every touchpoint.

VPN (Virtual Private Network)

A Virtual Private Network (VPN) creates a secure, encrypted connection over a less secure network, such as the internet. It allows users to send and receive data as if their computing devices were directly connected to the private network, even if they are physically remote. This ensures confidentiality and integrity of data transmissions. In HR and recruiting, VPNs are essential for remote workforces accessing sensitive internal HR systems, employee databases, or confidential candidate information. A VPN establishes a secure tunnel for all data traffic, protecting against cyber threats and ensuring that remote access to HR platforms adheres to the highest security standards, regardless of the employee’s location.

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. These factors typically fall into three categories: something you know (e.g., a password), something you have (e.g., a mobile device or hardware token), or something you are (e.g., a fingerprint or facial recognition). For HR and recruiting, MFA is a critical layer of defense for protecting access to sensitive HRIS, ATS, and payroll systems. It significantly reduces the risk of unauthorized access due to stolen or weak passwords, making it exponentially harder for cybercriminals to compromise employee and candidate data.

Data at Rest

Data at Rest refers to data that is stored on a device or in a system when not actively being transmitted over a network. This includes data stored on hard drives, USB drives, servers, databases, or cloud storage. Securing data at rest typically involves encryption, preventing unauthorized access even if the physical storage medium is stolen or compromised. For HR and recruiting, data at rest includes all stored employee files, candidate resumes, assessment results, and performance reviews. Encrypting this data is crucial for compliance with privacy regulations like GDPR and CCPA, ensuring that even archived or dormant sensitive information remains protected from breaches, underpinning a robust data security strategy.

Data in Transit

Data in Transit, also known as data in motion, refers to data actively moving from one location to another across a network, such as the internet or a private network. This includes data transmitted via email, web applications, cloud services, and APIs. Protecting data in transit typically involves cryptographic protocols like SSL/TLS or VPNs. For HR and recruiting, data in transit is prevalent when applicants submit information online, when HR platforms integrate with payroll systems, or when sensitive employee data is shared with third-party vendors. Ensuring this data is encrypted during its journey is vital to prevent interception and tampering, safeguarding confidentiality and maintaining the integrity of all digital interactions.

GDPR/CCPA Compliance (in relation to encryption)

The General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA) are stringent data privacy laws that mandate how organizations collect, process, and store personal data. While neither specifically *requires* encryption, they emphasize data protection by design and by default, and robust security measures. Encryption is widely recognized as a primary technical safeguard to achieve compliance with these regulations. For HR and recruiting, employing encryption for both data at rest and in transit is crucial for protecting candidate and employee PII, thereby reducing the risk of non-compliance, hefty fines, and reputational damage. It demonstrates a proactive commitment to safeguarding individual privacy rights and maintaining trust.

Key Management

Key management refers to the set of processes and procedures for securely handling cryptographic keys throughout their lifecycle, from generation and storage to distribution, usage, and eventual destruction. Effective key management is paramount because the security of encrypted data is entirely dependent on the security of its keys. For HR and recruiting, proper key management ensures that only authorized individuals and systems can access encrypted sensitive employee and candidate data. Mishandling keys can render even the strongest encryption useless, leading to potential data breaches. Robust key management is a foundational element for maintaining the integrity and confidentiality of all HR-related data.

Ransomware Protection (in relation to encryption/backup)

Ransomware is a type of malicious software that encrypts a victim’s files, making them inaccessible, and then demands a ransom payment (usually in cryptocurrency) for the decryption key. While encryption is the tool used by ransomware, it is also a vital defense. Properly implemented encryption protects legitimate data, making it unusable to attackers if they breach a system but lack the keys. However, the ultimate defense against ransomware for HR and recruiting is a robust backup and recovery strategy. Regular, encrypted backups ensure that if a ransomware attack occurs, the organization can restore its critical HR and candidate data without paying the ransom, minimizing disruption and data loss.

If you would like to read more, we recommend this article: The Unseen Threat: Essential Backup & Recovery for Keap & High Level CRM Data