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GDPR general data protection regulation

Unatrix helps with the implementation of the GDPR

11 May 2018 by

As of 05/25/2018 companies that collect personal data of EU citizens are required to implement the new EU General Data Protection Regulation (short GDPR).
This new law was passed to improve the protection of the rights of citizens and the safeguarding of their personal data.
The complete version of the Act can be found here.

Consequently, this new Act does have a significant impact on application management, if personal data is stored and shared.
In this context, the primary obligation of companies is to comply with the newly defined rights of candidates. The following text describes the most important of these rights and the measures that need to be implemented. Unatrix offers various related functions that simplify the implementation of these measures.

Candidates are entitled to information

If you collect and process personal data, you are required to provide information about the processing of the data to the applicants.

The most effective way to achieve this is through your Data Protection Declaration. It should be simple and contain an overview of how you process data.
If you are accepting online applications, it should be easier for applications to find your Data Protection Declaration and you should mandate that they confirm that they consent to it.
If you are collecting application data yourself (e.g. sourcing on social networks or job portals), you should notify these candidates of your data processing activities. When you send out such communications it is best to include a link to your Data Protection Declaration.
Review the content of your Data Protection Declaration. A checklist of all issues to comply with can be found here.
Make sure that online applications can only be submitted subject to the confirmation of your Data Protection Declaration.

In Unatrix you have the option to define a status that sends an e-mail to profiles you have found yourself (sourced). It should brief the candidate on the data processing activities and include a link to your Data Protection Declaration.

Applicants have the right to access their own data

The GDPR requires that upon request, you give your job candidates access to or a copy of their archived data free of charge.
Moreover, the applicant must be given access to this data without any delay.

Unatrix allows you to send applicants and access link. However, this transaction would result in additional work and licensing fees.
Hence, we recommend that you create a profile export template (docx or pdf), which allows you to export and send an applicant’s personal data to him/her upon request.

Applicants have the right to have their data corrected

If an applicant asks to have his/her personal data corrected, this will have to be done right away.

If he/she has direct to Unatrix, an applicant has the option to update his/her data directly.
Otherwise, your team, upon an applicant’s request, can of course process the respective applicant data as it normally does.

Applicants are entitled to the deletion of their data

Applicants have the right to demand that their personal data is deleted.

Besides the complete deletion of a profile, Unatrix also offers the option to “empty” a profile, which means the select data fields can be preserved. Hence, you will be able to track earlier activities if the applicant submits another application later on.

Personal data should also be deleted if it is no longer required. This does of course leave room for a lot of interpretational flexibility.

At first, we can run a script on your database to delete applications for which Infobox entries have not been made for quite some time.

If you want to delete applicant data in the future after specific time periods have passed, Unatrix allows you to do this automatically after a certain status has been added. The time frame may also be defined for the ‘emptying of the profile.’
You can also send an automatic e-mail after a specific number of days. This option can be used to keep the applicant in the loop of activities and to extend the time period prior to deletion.

However, given that automated processes can also put your database at risk, we recommend that you first deactivate the profiles in Unatrix as a preliminary step prior to deletion.
In Unatrix, you can set up a day counter for the automatic deactivation of applicants. This counter is extended if activities are still ongoing with applicants.
An applicant can also be automatically deactivated via a specific status (e.g. ‘Rejection’). Inactive profiles should be checked at regular intervals. You can process up to 100 profiles per page and delete, empty or reactivate them in a single step.

We hope that these explanations and functional descriptions will help you implement the new GDPR. We will be pleased to assist you for any further functional questions at any time.

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