Encrypted Files

Bullhorn supports file encryption for sensitive documents stored as file attachments on candidate, contact, and company records. When encryption is enabled, a lock icon appears next to any encrypted file so users know they're viewing sensitive information.

What to Know Before You Start

There are a few things worth being aware of before enabling or using encrypted files:

• Encrypted files are supported on all record types that have file attachments.

• Encrypted files can be accessed via REST and SOAP API and will appear unencrypted to the API consumer.

• Users can attach encrypted files to appointments, client submissions, or emails generated in Bullhorn. The files will appear unencrypted to the recipient.

• The contents of an encrypted file can't be searched in Bullhorn or via REST or SOAP calls.

• File contents are encrypted at the file server disc level.

• A lock icon appears next to any encrypted file, indicating that the file contains sensitive information.

  

Encrypted file types can't be edited using Document Editor and their contents can't be searched. Don't encrypt resumes, CVs, or any files you need to search or edit.

What Types of Data can be Stored as Encrypted Files?

The table below provides examples of sensitive data that may be stored as an encrypted file attachment. Consult the terms and conditions of your Master Service Agreement and any relevant Statements of Work to determine the specific categories of data you're permitted to store in Bullhorn.

Category	Examples	Guidance
Medical/Health	Individually identifiable health information; health plan details; genetic or biometric data used to identify an individual; drug screen results; medical test results; data about dependants	May only be stored as an encrypted file if it's necessary to determine employment eligibility as required by laws applicable to your company.
Financial	Bank, credit, debit, or other financial account details (e.g. direct deposit); credit reports	May only be stored as an encrypted file if it's necessary to process payroll for a candidate as required by laws applicable to your company.
Personal	Social Security Number or other government-issued ID; nationality; racial or ethnic origin; disability information; veteran status; sexual orientation	May be stored as an encrypted file.
Other	Political opinions; religious affiliation; trade union membership; criminal records; background checks	May be stored as an encrypted file.

Sensitive data should only be stored in Bullhorn as an encrypted file attachment that meets the criteria above.

Enable Encrypted Files

To enable file encryption, contact Bullhorn Support.

You'll need to provide Bullhorn with the list of file types in your system that should be encrypted. You can find your existing file types under Menu > Admin > System Settings:

• fileTypeList: The list of file types for candidates or contacts

• clientCorporationFileTypeList: The list of file types for company records

File encryption only applies to files uploaded after encryption is enabled — it doesn't apply retroactively. Reupload any existing files you want to be encrypted.