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WHAT IS AUTO DELETION?
The purpose of auto deletion is to remove a candidate's application from the system, allowing you to comply with your data retention responsibilities, optimise system performance and keep in line with potential contractual limits for application numbers.
Please note: Feature+ sheets are designed to provide further information about a product. To recap on the high level information for Auto Deletion:
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MORE ABOUT HOW IT WORKS
Deletion of data is one of the methods you can use to ensure compliance with your GDPR / DPA 2018 responsibilities. Data can be set to delete in a number of ways:
- Manually
- A set period after the vacancy recruiting period has been finalised
- A set period after the application creation date
- Based on the last status change
AUTOMATIC DELETION .
Applications will be assigned a deletion pool which determines how long the data will be kept for (e.g. 9 months). We can create multiple pools based on different criteria.
Systems can be configured so that applications can be automatically deleted in three ways:
- A set period after the vacancy recruiting period has been finalised
- A set period after the application creation date
- Based on the last status change
DELETION BASED ON VACANCY DATE .
The date the candidate's data is deleted will be determined by the deletion start date (selected in the vacancy details tab) plus the duration of the deletion pool, which will be added to the deletion start date.
EG: if you set the vacancy deletion date as 3 months in the future, add the 9 months of the deletion pool which would make 12 months in this example. The date a candidate applies has no bearing.
DELETION BASED ON APPLICATION CREATE DATE .
In this setup, the date the candidate's data is deleted will be determined by when the candidate created their application, plus the duration of the deletion pool.
EG: if the candidate creates their application on 1/12/24 the deletion date will be this date + the pool period. In this instance, the pool needs to be long enough to account for any recruiting activities.
DELETION BASED ON LAST STATUS CHANGE .
In this setup, the date the candidate's data is deleted will be determined by when the last status change occurred plus the pool duration.
The date will recalculate every time the application changes state so you can, for example, say that should a candidate be in a status for longer than X period of time, this will then be deleted. This is most useful for talent bank vacancies.
THE DELETION OF MULTIPLE APPLICATIONS .
If an application is marked for deletion, the whole application will be deleted at once. You can not partially delete an application. Once all applications a candidate has submitted have been deleted, the candidate record will also be deleted. Should the candidate wish to submit a new application, a new account will need to be created.
ADDITIONAL CONSIDERATIONS
- Review Policies: Take the time to review your current record retention policies, ensuring they align with industry standards and legal requirements. When submitting your feature request, consider the retention periods you may need. The system supports multiple deletion pools, allowing you to set different retention periods for various categories, such as hired versus rejected/withdrawn candidates or based on the seniority of the role.
- Assess UK GDPR/ DPA 2018 Compliance: Evaluate your ATS to ensure it is in line with your policies and complies with UK GDPR and DPA 2018 principles, such as data minimisation, transparency, and the rights of data subjects.
- Ensure your privacy policy in the Oleeo ATS clearly outlines how data is processed, the retention policies in place, and how data is shared in compliance with GDPR/ DPA 2018 compliance. Additionally, consider including information on data subject rights, such as access, rectification, and deletion, as well as your procedures for handling data breaches
HOW TO PREPARE FOR IMPLEMENTATION
When preparing to submit a support ticket for implementation, please consider the following:
- Declarations: Review and finalise the wording of candidate consent declarations.
- Retention Periods: Determine and specify the retention periods for different types of data.
- Privacy Notices: Ensure that privacy notices are clear and comprehensive regarding data processing practices.
- Historic Data: Be aware that historic data will require anonymisation by Oleeo.
Additionally, indicate your preference for deletion:
- Automatic Deletion: If you choose automatic deletion, the process will be managed by the system, reducing manual effort and minimising risk.
- Manual Deletion: If you opt for manual deletion, dashboards will need to be created to track which applications need deleting. Note that manual deletion carries the risk of accidental data loss, as once data is deleted, it cannot be recovered.
SELF CONFIGURATION GUIDANCE
TBC once self config guide is completed
<links to self config guide>
LINKED PRODUCTS
ILink/s to other relevant products]
