Some professional services firms have CV, resume, skill, experience and project data in silos in the organization. For example, HR might be the owner of the skills and certifications, while the business owns the project data. Some data might be in an LMS (Learning Management System), some data could be in the HR tool and some might even be in an ERP or planning tool. These tools tend to be “silos” at least from a data subject (or employee) perspective since the access to this information might be limited, or even denied access.
If these skills, experiences, certifications and courses are driving the value of your business and often needed for bids and proposals, this needs to change.
Here are some of the practical reasons why it is important to give your employees direct access to the CV database:
- Accuracy: Employees should have the ability to easily update their CV or resume with accurate and updated information. This ensures that their professional achievements are properly represented and potential clients or employers receive the most accurate information.
- Flexibility: They can highlight relevant skills and experiences, making their CV or resume more impactful and increasing their chances of winning a bid.
- Efficiency: Granting employees the ability to edit their CV or resume saves time and resources for the firm's HR department. Instead of relying solely on HR to update the information, employees can take ownership of their own professional profiles, reducing administrative burden.
In addition to the practical reasons listed above, there are also legal reasons why your employees should have access to the CV database. In short, according to GDPR Chapter 3, Article 15. “Right of access by the data subject” the data subject has the right to confirm the following:
- Purpose of data processing
- Categories of personal data being processed
- Recipients or categories of recipients to whom the data has been or will be disclosed, including third countries or international organizations
- Anticipated storage period for personal data or, if not possible, the criteria used to determine that period
- Right to request rectification, erasure, or restriction of personal data, as well as the right to object to such processing
- Right to lodge a complaint with a supervisory authority
- Information on the source of personal data if not collected directly from the individual
- Existence of automated decision-making, including profiling, and details about the logic, significance, and potential consequences for the individual
- If personal data is transferred to a third country or international organization, individuals have the right to be informed about the appropriate safeguards in place for the transfer
- The service provider must provide a copy of the personal data undergoing processing. Reasonable fees may be charged for additional copies requested by the individual. When the request is made electronically, unless specified otherwise, the information should be provided in a commonly used electronic format
In practice the legal reasons why employees should have access to edit and download their CV data in Flowcase can be summarized:
- Data Protection: Individuals have the right to access and modify their personal data that is managed by the data controller. By allowing employees to edit their own CV or resume and related information, the professional services firm ensures compliance with data protection regulations.
- Consent: The Flowcase CV database ensures that users are given access to the privacy information and need to tick off that box they have read the notice upon accessing the platform.
- Privacy by design: Flowcase aligns with privacy principles by enabling individuals to review and update their data, fostering trust between the employer and the employee.
How the Flowcase CV database SaaS tool puts this into practice
One of Flowcase’s values and priorities when designing the Flowcase CV database SaaS was to empower the employees to take ownership of their own CV or resume data, and make it easy to find information and keep it updated
This has proven to save time and improves the quality of the data according to our customers.
Therefore, the default settings in the Flowcase SaaS tool makes access to data more transparent than what many companies have had historically. This means for example that users can search and find information in the database as normal users, no additional access right required. Learn more about access rights and privacy in Flowcase here.
The default settings and controls within a Flowcase account are designed to promote trust within your organization. This means there are limited hardline controls in view of reducing the time spent on approvals processes. All said, administrators still have a high level of oversight due to our reports functionality and visibility of 'edit history' in CVs or resumes.
If you're interested in diving deeper into the intricacies of how hundreds of top professional services firms handle their employees' CV and resume data within the Flowcase employee CV database, feel free to contact us for a discussion.
