GDPR Settings - What are they?

Within Eploy we have a suite of tools which you can use to ensure that your system is fully GDPR compliant - we call this suite the Consent Module.

The consent module provides you with the tools to:

• Let your Candidates and Contacts know how their data will be processed (i.e. your Privacy Statement)
• Track whether they have given consent to processing their data (if using consent), or,
• Track whether they have read your privacy statement (if using legitimate interest),
• Set a limit on the amount of time Personal Data will be kept within the system
• Set an auto-reject period, during which the Candidate/Contact can be sent a series of emails to let them know their data will be removed soon, unless they tell you otherwise
• Dictate what will happen when the auto-reject period expires - auto-delete/anonymise the record or flag it for manual anonymisation/deletion
• Configure exclusions - a series of conditions which when met exclude the Candidate/Contact from being able to withdraw their data and which stops the system from either issuing auto-rejection related emails or stops the system from auto-anonymising/deleting the record

You can also use the Contact Preferences tool within the Consent Module to give your Candidates and Contacts the opportunity to opt in or out of periodic email communication.

Within Eploy there are two sets of Consent settings: one for your Candidates and another for Contacts.

If you are an in-house recruitment team, you'll likely only need to provide the consent settings for your Candidates.

The Contact Consent Settings allow you to put different settings in to the system for your external contacts - typically these settings are used by Recruitment Agencies and Universities who recruit on behalf of external organisations and where a decent percentage of the contacts found in the system belong to these client organisations.

Tip having carried out all configuration activities below, you'll need to Activate the settings.  This is done by clicking the Activate Data Consent button, located in the red box on the Data Consent tab (visible in the screenshot below).

Configuring Data Consent Details

First, access the Consent module by navigating to Admin > Consents and selecting either Candidates or Contacts.

The first tab you'll see, Data Consent, is where you add your main GDPR settings.  At the bottom of the first section, Data Consent Details, you'll see an Edit button - click it.

You'll now be able to enter the Data Consent Details:

• Give the settings a name (this will appear within the Candidate Portal)
• Enter your privacy statement within the Description
• The Excluded Description is where you can enter text explaining to a Candidate why they cannot withdraw their consent (i.e. they fall in to one of your Exclusions)
• The Declined Description is where you can tell the Candidate what will happen now they have withdrawn their consent e.g. letting them know that they'll be immediately logged out and will not be able to log back in.  Don't forget to let them know when their data will be removed and who they can contact if they want to stop this from happening
• Enter the Duration of the consent period (in Months)
• Specify the Consent Auto-Reject Period in days - this is the number of days before the expiry of the main duration where Eploy will start letting the Candidate know that their consent is due to expire

Having done this, you'll now find the Consent Expiry Settings.  This is your opportunity to tell Eploy what to do when the consent period has ended, or the Candidate has withdrawn their consent.  As a default, Eploy will only change the Status of the Candidate/Contact, marking them as Expired (within the auto-reject period they'll be marked as Expiring).  All you need to do at this point is tell Eploy on which day of the month to make this change. 

Once your system has gone live, we'll invite you to switch on auto-anonymisation/deletion.  Once activated, Eploy will automatically anonymise or delete the expired records on the date specified.  We do recommend that you have this setting activated within your system as that will ensure you don't end up in a situation where you have large numbers of Candidates and Contacts whose personal information should have been removed, but hasn't (if you don't switch it on, it's a manual task you'll need to carry out every month). If you'd like your system to go live with this switched on, please let your Implementation Manager know.

The final thing to configure here are the email settings.  You'll need to ensure the email templates you want to use have already been created (if they're not in the system, you won't be able to select them from the drop down list here).  You'll need to tell Eploy which email template to use when they enter the auto-reject period (the Initial Email Template), which template you'd like to use for Reminders and how many days you'd like to leave between reminders (this is the Interval).

Configuring Exclusions

Exclusions are a series of conditions which, when met, prevent a Candidate/Contact from withdrawing themselves from the system.

Exclusions also affect what happens when the consent period comes to an end.  Whilst excluded, their consent will expire as normal, but they won't be notified and they won't be auto-anonymised or deleted.  They will remain in the system until they are no longer excluded.  Once this happens, the auto-reject period will kick in and they'll be sent the initial and reminder emails as configured above.  Once the auto-reject period comes to an end, they'll either be auto-anonymised/deleted, or their status will be changed to Expired.

To configure your exclusions, scroll to the bottom of the Data Consent page, to the Exclusions section, then click Add.

Give your exclusion a suitable name and description, then click Edit Filter to add your exclusion conditions:

• Select Add Field then search for and select the field you'd like to use as a condition e.g. Is Currently Placed
• If required, select the Operator (e.g. has, does not have, includes, does not include, etc)
• Select the conditions from the list of options
• Click Add to filter, then click Save

Tip we'd recommend having each condition as its own Exclusion - it makes things easier to diagnose when problems arise.

Preferences

Preferences are the mechanism used within Eploy to allow a Candidate to agree or disagree to being contacted.  Typically, preferences are used to enable a Candidate to opt-in or out of periodic/marketing or Talent Pooling communications. Note preferences are not used to opt-in or out of Job Alert emails.  There is a different setting for these communications, controlled from within the Job Alerts menu within Eploy.

To set up a new preference, open the Preferences tab and click Add Preference.

• Give the preference a name and description - these will be displayed to the Candidate within the Candidate Portal
• Optionally, add some Help Text
• Tick the box to make the preference Active (though, this can be done last)
• Select which of your Websites the preference should be applied to (if you only have one website, you'll only see one option here)
• Indicate if you want the preference to show on the Registration page
• Indicate if you only want to include people who have specifically opted in - ticking this box makes this an opt-in preference i.e. you'll only be able to contact Candidates who have specifically said it's ok to contact them.  If you'll be ticking this box, we'd recommend including this preference on the registration page
• If you're adding multiple preferences, you can use the Order field to specify the order in which they are displayed to Candidates.

Once you're happy with the settings, click Save.

System Checks

Whenever Eploy tries to send an email or SMS to a Candidate it will check to see whether the Candidate has consented to being contacted in this way.  Within the System Checks tab you'll be able to specify which preference should be used as the default by Eploy when performing this check.

Having added your preferences, open the System Checks tab and use the two drop-downs to select the appropriate default check for Email and SMS.

Tip if you want all email and SMS communications relating to active Applications and Placements to be sent regardless, leave these System Checks empty.  Each email template in the system has its own preference checking section and when the template is used, it will check that first.  If the preferences you've added relate solely to periodic, marketing and Talent Pooling communications, use these preferences within the relevant email templates instead.

Further Information

For more information on everything covered in this article, please have a look at this section within our main Knowledge Base - https://support.eploy.co.uk/hc/en-gb/sections/360001154071-Consent-Module 

Tip to view many of the articles contained within our main Knowledge base you'll need to first access it via your Eploy Core System - log in, then use the ? icon within the blue bar and select Knowledge Base.  If the link above doesn't work, please do this then try the link again - if it still doesn't work, please let your Implementation Manager know.