In order for the Consent Module to work effectively, there are a number of thing to consider:
- Exclusions – Are there Candidates or Contacts on your database who do not need to provide consent? Examples include: Candidates who have been previously placed, have active applications, or where you have a legitimate and justifiable business need to keep their data.
- Additional Preferences – As well as consent to store data, are there any other preferences that you wish to collect? This may include consent to contact via email or SMS, the right to put candidates forward for other roles (i.e. indirect applications) or store records within a Talent Pool.
- System Settings – Once these preferences have been configured, what impact should they have on your database? For example, if a Candidate opts out of receiving emails, you can automatically exclude these records from receiving any correspondence in the future.
- Consent Period – How long do you need to retain data for and how often should individuals be prompted to renew their consent? For example, you may wish to store data for 12 months, with Candidates prompted to renew consent when they are within 90 days of expiry.
- Auto Delete / Anonymise – If a Candidate withdraws their consent and requests to be removed from the database, should this happen automatically and immediately? Alternatively, you may decide to simply flag these records and manage them en masse, once you have confirmed that the data can be removed.
- Email Content – As the Consent Tool will allow you to automatically contact records where the consent has expired or is due to expire, you need to consider the email content and if any additional privacy policies are required.
- Registration & Candidate Profile (Candidate Portal Only) – As part of the overall Consent Module, you have the option to gather consent & preferences as part of your registration process, as well as giving access to preferences in the candidate portal (may require additional development).