The consent module gives you great control over how you capture the consent of your candidates and contacts, as well as helps to automate the expiration of data and subsequent removal. Before you go ahead and activate the the tool though, there are a number of things you'll need to consider and prepare ahead of turning on the module.
This guide will help to ensure you have considered all angles in regards to data retention, before you begin to automatically contact your candidates and contacts or start deleting data.
Understanding Exclusions - Data to Keep
There will be certain records that you will need to keep, based on your retention policies, beyond the normal consent term. In fact, you may need to stop these candidates from being able to withdraw their data at all, based on legitimate business interests. This is achieved using Exclusions within the consent module, which are a set of filters designed to identify the specific circumstances which would excluded the Candidate or Contact from needing to provide consent, and prevent them from being able to withdraw their data.
Hint - You may determine anyone active in your recruitment pipeline should be excluded, as you are actively working, screening and interviewing them. Similarly, do you need to keep the data of any candidates that you hire or employ? Do you need to keep it indefinitely or just an extended period?
Email & SMS Communication
Once activated, the tool will automatically email any candidates who haven't previously consented and haven't been excluded from providing consent. Email reminders will also be issued if they don't respond to the first email, so ensuring that the email content is in line with your brand and sends the right message will be imperative before you turn the function on.
The Consent email and sms templates can be accessed by navigating to Admin > Contact Templates > Consent Emails. As with all email templates in Eploy, these can be fully customised and can be used to provide information and link to relevant pages, such as your data and privacy policies, or even directly to the Update Preferences page within the Candidate Portal itself.
Hint - You can also choose to include SMS reminders, which can be a helpful prompt for candidates. These can be configured within the email template.
Delete or Anonymise Data
When a Candidate or Contact's consent does expire, what should be done with the data? Within the consent module, you have the choice between deleting the record in full or anonymising the personal identifiable information (PII) contained within the record. From the candidate's perspective, there is no difference - all traces of them will be removed from the system. However, if you delete the record, any associated records (interview or application data etc) will also be removed.
Hint - Before activating the tool, you may decide that there are old dormant candidate records you wish to remove, without even asking them to provide consent. This may be because you have never engaged with them, they have never applied directly for a role or the data may have been acquired sometime ago. You can use the Query Builder to identify these records and send for delete / anonymise before the tool is active.
Candidate Portal Registration Page
When you configure the consent module, you will have the opportunity to add a description and some hyperlinks to the registration page of the candidate portal. As this will be part of your first interaction with the candidate, you will want to ensure that the message is clear to the candidate how and why you capture the data, as well as link to the relevant policies, so it is best to plan what this should say before looking to set the tool up.
Hint - This same text will be visible to Candidates within their profile, as well as within the consent function itself so you need to ensure that it is relevant, concise and gives the candidate access to all the information they need.
Opt IN or Opt OUT preferences
As well as configuring consent to store their data, you may also want to give Candidates a series of preferences, which will allow them to opt in or out of receiving emails, SMS or any other marketing activity. This will give the candidates more control over what you do with their data and means you can put restrictions in place to avoid accidentally emailing those that opt out.
Hint - Preferences can be added to your registration page, as well as the candidate profile so that all records going forward will have the option to outline exactly how you manage their data.