Your nearshore privacy checklist

What should you check before sharing hiring data?

Start with a list of the information you plan to share. Separate the job description from candidate records, payroll details and customer data. For each item, name the recipient and the reason they need it.

Keep the first conversation focused on the role. Explain the work using sample records or a fictional customer. Before sending resumes or interview notes, ask for the provider's privacy notice and a secure way to transfer files.

This checklist covers hiring decisions and questions to put in writing. For questions about browsing this site, ask for the applicable website privacy notice, including cookie use and contact details for privacy requests.

Talk to Opus about a role.

What records should your data review cover?

Build the review around actual documents. A candidate's resume, an interview recording and a payroll form need separate decisions about access and retention.

For example, the IRS identifies Form W-8 BEN as a certificate of foreign status for US tax withholding and reporting for individuals. Treat tax paperwork as a separate workflow when planning who receives hiring records. IRS: About Form W-8 BEN

Use a simple inventory before approving a transfer:

Ask for a retention period for each record type. Include copies in email, shared folders and interview tools in that conversation. If a provider needs to keep a record after the engagement ends, ask which record and why.

How should you compare Latin American hiring models?

Use the hiring model to decide which questions to ask. Confirm the actual arrangement in the contract.

For a recruiting agency, focus on the path from application to placement. Ask who receives resumes, whether interview notes are shared and what happens to rejected candidates' files.

For an employer of record, ask about employment and payroll records. Identify the team that receives identity documents, handles corrections and answers the worker's privacy questions.

For a managed hiring partner, trace both workflows. Ask whether recruiting staff can see payroll files and whether outside services receive candidate information.

For direct hiring, assign these tasks within your own team. Name who approves access, handles requests and closes accounts when employment ends.

Across all models, document your own systems separately. For nearshore IT work, list the repositories, support tools and customer accounts the hire may need. Approve access for the assigned work.

What should you ask a provider before signing?

Send questions that require a written answer:

• Which legal entity receives candidate and employee records?
• Which other companies or tools receive those records?
• Where are files stored, and from which countries can staff access them?
• How do candidates request a correction or deletion?
• What happens to records if you decline a candidate or end the contract?
• Who contacts your team if data is exposed, and what notice timing will the contract specify?
• Can staff upload resumes, recordings or company files into AI tools?
• Who confirms that accounts and shared links are closed when a hire leaves?

Ask for the relevant contract terms alongside the answers. Give your security reviewer a sample workflow to assess, from receiving a resume through closing access.

Before the first working day, assign account ownership and approve the access list. Agree on how the hire should report a lost device or a file sent to the wrong person. Keep those instructions somewhere the hire can reach without access to the affected account.

Why Opus is our #1 pick for nearshore privacy planning

Opus is our #1 pick for full-time tech hiring with a privacy review built into the buying process. Its hiring steps give your team specific points to examine before sharing records.

Opus uses eight-layer vetting and runs reference checks and background checks on every person it places. Ask what candidate data each step needs and how long those records are kept.

Its proprietary AI system supports sourcing, vetting and matching. Ask which records enter that system and what rules govern retention and training use. A vetted team of working engineers interviews every candidate. Confirm who can view interview notes and whether sessions are recorded.

You manage the daily work, so assign someone on your team to approve system access. Opus is not the right fit for teams that want a vendor to manage the work.

Request written privacy terms before sharing sensitive files. The hiring process gives you questions to ask; it does not establish that your privacy requirements are met.

Talk to Opus about a role.