Automating manual tasks like updating candidate consent to process their data and deleting those who have expired, have not provided consent, or have requested to be deleted does not only save you valuable time but also helps you make sure you are on top of your GDPR compliance.
📌 You must be an account administrator to set up GDPR automation.
In this article:
Automate consent requests
Send automated consent requests to extend a candidate’s profile retention period when it’s about to expire.
2. Select Configure next to Automate consent requests.
3. Click the toggle to activate the automation.
4. Define the number of days that the retention period is extended by when the candidates consent to it and create an email to send to the candidates.
5. You can also click the checkmark to skip sending emails to:
Disqualified candidates not assigned to any talent pool
Qualified candidates in active jobs
Hired candidates
Candidates in active talent pool to preserve promising candidates
Candidates with recent email activity
Qualified candidates in active jobs are still in one step of the hiring process.
📌 When you select Candidates with recent email activity, candidates who have sent or received an email during the period you choose do not receive a consent request.
6. Click Save. If there are candidates expiring in your account right now, you will be asked if you’d like to send emails already.
📌 Candidates who were added to your database without consent, to begin with, will not receive these emails; their consent has to be requested manually. Find out more about candidate statuses.
Automate candidate deletion
Delete expired candidates, candidates who haven’t given consent, or those who requested to be deleted automatically and on your rules.
1. Go to Settings > Company Settings > GDPR.
2. Select Configure next to Automate candidate deletion.
3. Click the toggle of the automation you would like to carry out. There are three options:
Delete expired candidates once their retention period ends, excluding the category of candidates you select.
Delete candidates who request to be deleted: Choose the retention period for candidate’s data who have requested their removal.
Delete candidates who have never consented to personal data storage: Candidates are automatically deleted after 30 days if they have not given consent.
Delete expired candidates
Candidates will be deleted when their retention period expires. You can exclude
Hired candidates
Qualified candidates in active jobs
Candidates in active talent pools to save promising talent.
Candidates with email activity
📌When you select Candidates with recent email activity, candidates who have sent or received an email during the period you choose are not deleted.
Delete candidates who requested to be deleted
Select the time period after which the candidates who requested to be deleted should be deleted.
📌 The retention period of candidates who requested to be deleted automatically change to the number of days selected above.
Delete candidates who have never consented to personal data storage
If your candidates have been added to the database without their consent (sourced, added manually, or referred), they will receive a 30-day retention period and will be deleted afterward.
4. Click Save, confirm your selection, and click Yes, enable.
📌 Deleted candidates can be restored for 7 days after their deletion. Learn aboutrestoring recently deleted candidates.