Is Applicant Tracking Software Secure for Candidate Data?
Your applicant tracking software stores resumes, salary details, and sensitive candidate information. But how secure is your ATS software really? This blog explores real ATS security risks, compliance expectations in India, and a practical checklist to evaluate the best applicant tracking systems.
Sanchita Paul
Marketing Communication Specialist
Recruitment runs on trust.
As recruiters, we ask candidates to trust us with a lot - resumes, phone numbers, salary details, interview notes, and even ID documents. And all of it gets stored inside our applicant tracking system software.
Which brings us to a question HR leaders are asking more often now in this AI-dominated, digitized HR world: Is applicant tracking software actually secure enough to handle candidate data?
The short answer: It can be.
Long answer: Only if you choose the right system and use it the right way.
Let's understand why applicant management data needs to have a strict security framework and what all the privacy and security features the best applicant tracking system should have.
Why Candidate Data Security Inside Applicant Tracking Software is a Big Deal?
Recruitment data has quietly become one of the most valuable as well as vulnerable data sets out there.
According to industry reports, around 75% of recruiters today use an applicant tracking system (ATS) as a core part of their hiring process.1 That means massive volumes of candidate data are being stored digitally - resumes, interview notes, assessment results, contact details, and more.
Unfortunately, HR data is also one of the most targeted. A study by the American Society of Employers found that HR-related files were involved in 81.7% of data breaches, with recruitment data specifically appearing in 58% of cases.2
And in India, the situation is not better either. In 2020, a Times of India report revealed that personal data of 2.9 crore Indian job seekers had surfaced on the dark web.3 This is why ATS security is no longer an IT conversation but a core part of employer credibility.
How Candidate Data Actually Gets Compromised Inside ATS Software?
Most breaches don't happen because the applicant tracking system or ATS software is inherently unsafe. They happen because of a mix of human error, weak controls, and poor governance.
1. Phishing Attacks
Recruiters regularly receive emails that look like candidate applications or interview follow-ups. Clicking a malicious link or entering credentials on a fake login page can give attackers direct access to the entire applicant management database.
2. Misconfigured Systems
In 2025, an incorrectly configured AI hiring chatbot leaked 64 million McDonald's job applications - all due to poor administration controls and a simple password.4
The security arrangement was not faulty; the technology was.
3. Insider Access
Not every breach is malicious.
Sometimes it is:
- A recruiter exporting resumes and sharing them on WhatsApp
- A former employee whose access was never revoked
- A hiring manager downloading candidate data to personal devices
This happens because least-privilege access is still missing in many recruitment management software setups.
What a Secure Applicant Tracking System Software Looks Like?
If you're evaluating the best applicant tracking systems, the following functionalities are non-negotiable.
Data Encryption
A strong applicant tracking system software encrypts candidate data both at rest and in transit, ensuring that even if data is intercepted or accessed unlawfully, it remains unreadable.
Role-based Access Control
Not everyone needs to see everything.
A secure ATS software should ensure recruiters only see assigned roles, hiring managers have limited visibility, and exports are permission-based. This dramatically reduces accidental exposure.
Multi-factor Authentication (MFA)
Passwords are not sufficient anymore.
There is an additional important level of security introduced by multi-factor authentication. MFA is very effective in minimizing the chances of unauthorized access even in case a password has been compromised.
Audit Logs & Monitoring
Audit logs are another very important factor. All activity, resume views, edits and exports must be tracked.
This plays a vital role in investigations of breaches and accountability.
Why Talentpool is One of the Most Secure Applicant Tracking Systems in the Market?
When organizations evaluate an applicant tracking system (ATS software), security, compliance, and audit readiness are highly critical factors. Talentpool is built as a secure-by-design recruitment management software, ensuring that customer data, candidate information, and hiring workflows are protected at every level.
1. SOC 2-Aligned Security Controls
Talentpool adheres to SOC 2 Trust Services Criteria that encompass security, availability, and confidentiality controls. With annual audits, internal vulnerability scans, and penetration testing, the Talentpool applicant tracking system software is always audit-ready.
2. GDPR-Ready Data Protection
Talentpool is designed to comply with GDPR principles, including:
- Lawful and transparent data processing
- Purpose limitation and data minimization
- Controlled access to personal data
- Secure storage and handling of candidate information
This makes Talentpool suitable for global teams managing applicant management across multiple regions.
3. Role-Based Access Control (RBAC)
Talentpool enforces strict role-based access to ensure users see only what they need:
- Configurable permissions by role (recruiters, hiring managers, leadership)
- Restricted access to confidential fields such as compensation and feedback
- Permission-aware search and candidate visibility
This prevents unauthorized access and strengthens applicant management security.
4. Full Audit Logs & Accountability
To ensure compliance and governance, all system activities are recorded, and you have complete traceability of user activity to do internal and external audits. This degree of responsibility is crucial for every ATS software.
5. Secure Authentication & Access
Talentpool offers Single Sign-On (SSO) support for enterprise authentication that reduces password risk and centralize identity management.
6. Continuous Security Maintenance
Talentpool security is maintained and enhanced by conducting regular vulnerability checks, regular penetration tests, and policy reviews by the CISO and approved by the CEO. This guarantees resiliency in the long-term and not temporary compliance.
7. Secure External Collaboration
Talentpool enables safe collaboration without compromising security with:
- Vendor access is limited by permissions
- Controlled referral workflows via employee portals
This is critical for organizations using recruitment management software at a scale.
8. Data Protection & Reliability
We make sure that data is backed up automatically and software upgraded regularly so that all customers are on the latest and secure version.
In addition, on exit or role change, employee and user access is automatically terminated, and data related to the employee who has left is systematically deactivated or anonymized as per retention policies.
In contrast to traditional applicant tracking software that views security as an after-thought, Talentpool natively integrates enterprise-level security, compliance alignment, and governance into its end-to-end recruitment system, making it one of the most appropriate applicant tracking systems to fit growing organizations of today. Schedule a demo to learn more!
What Steps TA Leaders Can Take to Protect Candidate Data?
Even the best applicant tracking systems cannot protect you from poor internal practices. Here's what you should do:
Collect Less Data
Limit the data you collect to what is genuinely required. If you don't need it, don't ask for it.
Train Recruiters Regularly
Human error causes up to 88% of data breaches. So, train recruiters to recognize phishing attempts and handle candidate data carefully.5
Audit Vendor Security Annually
If you are using applicant tracking software, ask:
- Are they audited?
- Do they publish security policies?
- Do they support breach notification?
If answers are vague, that's your sign.
Is Applicant Tracking System Data Secure?
Yes, when security is intentional.
A modern recruitment management software platform, backed by strong governance and disciplined hiring teams, can protect candidate data effectively. But security is not something you "set and forget."
It is a combination of the right technology, the right processes, and the right mindset.
References
1. https://www.selectsoftwarereviews.com/blog/applicant-tracking-system-statistics
4. https://technologymagazine.com/articles/how-mcdonalds-ai-bot-exposed-millions-of-peoples-data
5. https://www.secureworld.io/industry-news/data-security-recruitment-candidate-privacy
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Sanchita Paul
Marketing Communication Specialist
Sanchita Paul is a key member of the Talentpool team, bringing extensive experience in talent acquisition and recruitment technology to help companies build better hiring processes.
