1. Data Controller Details
  2. Privacy Policy
  3. Notification Recipients for Privacy Settings
  4. Notification Recipients for New Applications
  5. Notification Recipients for when a Candidate updates Personal Data
  6. Candidate Data Retention Policy
  7. Exports Retention Policy

1. Data controller Details

 

Enter details about the System Administrator.

2. Privacy Policy

These four text boxes can be used on application forms as a contract/data protection policy/declaration. Each one will have an I agree tick box so that candidates have to actually click to say that they agree to the terms contained.

  1. Title - Will appear above the terms on a form. 
  2. Custom Privacy Terms - Enter the terms you want the candidate to agree to. You can use Dynamic Fields to pull through certain information from the "System Administrator Details" Fields. 
  3. Dynamic Fields - These dynamic fields refer to the fields contained in the "System Administrator Details" fields. The "Duration" field is from the "Candidate Data Retention Policy" section. 

3. Notification Recipients for Privacy Settings

 


Every time a user submits a request to be deleted or anonymised, any Company User selected here or e-mail entered here will receive an e-mail notification.

To select a Company User, search for them in the field and then press "Add New".

4. Notification Recipients for New Applications

Every time a new user registers or applies, any Company User selected here or e-mail entered here will receive an e-mail notification.

To select a Company User, search for them in the field and then press "Add New".

5. Notification Recipients for when a Candidate updates Personal Data

 

Every time a candidate updates some of their Personal Data, any Company User selected here or e-mail entered here will receive an e-mail notification.

To select a Company User, search for them in the field and then press "Add New".


6. Candidate Data Retention Policy

1.  Duration - How long from a certain date before you want the system to automatically perform a certain function with a candidate's data.

2.   From Date - This can be "Profile Created date" which will likely be the first application for a candidate or "Profile Last Updated" *.

3.  After this period - There are four options:

  • Keep Candidate's Data: works the same as Unlimited duration, the Candidate's data is never deleted.
  • Automatic anonymization (without confirmation by the corporate user): the Candidate's First Name, Surname and E-mail will no longer be available within the system (this can be reversed by the candidate themselves) (There is an e-mail notification template available on the right which is sent when the data is anonymised)
  • Anonymization with manual confirmation by the Company User in User Account Admin: the Candidate will be inserted in an anonymising list (Candidates > User Account Admin) from which the company user must proceed manually with confirmation of this operation.
  • Automatic cancellation (without confirmation by the corporate user): all of the Candidate's Data will be removed (There is an e-mail notification template available on the right which is sent when the data is deleted)
  • Delete all data of the candidate with manual confirmation by the Company User in User Account Admin: the Candidate will be inserted in a deleting list (Candidates > User Account Admin) from which the company user must proceed manually with confirmation of this operation.
  • Send to the candidate the update request of the cv: this will send an e-mail notification to the candidate asking for an update to their profile (the template is available to customise on the right).
    If the Candidate does not update Profile within 15 days of the Request you can proceed with one of the previous options.


In this section it's also possible to decide whether to send the cancellation notification to the candidates: to activate this function, simply click on YES and the other way around to deactivate, simply click on NO. 


*The "Profile Last Updated" corresponds to the most recent date between:

  • upgrade profile
  • upload new CV
  • upload new picture
  • upgrade Privacy consent
  • new registration to vacancy
  • unsubscribe from vacancy

 The date is updated if one of these operations is performed by the candidate or the corporate user.


7. Export Retention PolicyThis section allows customers to set the export maintenance period of the file in the download area.By default, we have set 7 days as retention policy, but you can decide to extend it up to 30 days.After the set days have passed, the downloads are set as expired