Whilst you want to give candidates the right to withdraw their data, there will be certain records in your database who either don't need to provide consent or you have the right to keep their data, beyond the standard term outlined in your retention policy. For those records, we use Exclusions to prevent them from withdrawing without your knowledge, allowing you to protect the integrity of your data.
Hint - Any excluded candidate will not need to opt in for consent, nor will they expire like a record who has not been excluded. They will also be prevented from withdrawing their data in the candidate portal.
In this article, we will look at how to add and manage any required exclusions, helping you to manage your data.
Important: Eploy are not able to recommend or advise on what your exclusions should be, as this should be driven by your Data Privacy & Retention policies.
To see and manage your existing exclusions, or add new ones, navigate to Admin > Consent > Candidates, then scroll down to below the Consent Dashboard. Here you will find any exclusions that are currently in place, including a breakdown of how many records have currently been excluded by that specific exclusion.
To edit an exclusion, click its name. To remove it, click the X. To create a new one, click Add.
Creating an Exclusion
Having clicked Add within the Exclusions section, start by giving the exclusion a Title and a description:
- Title - This is the name of the exclusion and will show to core system users against any excluded candidates.
- Description - This is not mandatory, but is a great opportunity for you to justify why you are excluding these candidates from being able to consent / withdraw. You could also reference your retention policy here, just in case you ever have an audit!
Once populated, click Edit Filter to begin identifying the records you wish to exclude.
Hint - The filter here uses the candidate advanced filter, which you may be familiar with if you have created metrics for your dashboards. You can use Add Field to search for specific fields to filter on, as well as create field groups or look for associated activity.
Create the filer as required, using the Candidates Matched to keep an eye on how many records are going to be excluded. Once complete, click Apply which will return you to exclusion, which can then be saved to confirm.
Hint - If you are excluding different candidates for different reasons (i.e you may want to exclude all currently placed, plus those that have been submitted by a vendor), you should use separate exclusions to do this. You can add as many different exclusions as you need, so best practise is to keep your filters simple and focus on excluding records for different reasons separately!