Our service is designed to enable your compliance with applicable data protection laws. This article gives you an overview of how you can manage requests from individuals to access the personal data you process about them as a candidate.

💡 For an overview of how you can submit a Data request as a candidate, please view this article.

Configure the management of Data requests

When deciding how to configure your Data requests settings, you have two things to consider:

Do you want to manage your requests 1. Automatically or 2. Manually?
If you opt for handling data requests manually - should it be possible to customize the response to each request or not?

Once you have decided on your approach, go to Settings → Data & Privacy → Data requests to begin your configuration of management of responses to Data requests.

1. Automated management of Data request

Once a candidate has submitted a Data request, an email with the data you have selected to be included in the response is automatically sent to the candidate's email as a .zip file. A link to download the data will be included in the email, along with a response message.

Let's take a look at how to configure this:

a. Activate the Automation

Make sure that the Automate data requests option is toggled on.

b. Choose what Data to include

You can choose what data you want to include in the automatic response to candidates data requests. This is done by selecting the categories of data you would like the candidate to receive.

The pre-chosen default categories mainly include data the candidates already have seen or that they have submitted themself.

For a detailed overview of the categories of data that can be sent and what data each category includes, click here.

c. Review the Response message

Review the message that will be sent as a response to candidates along with their data. We have created a template response message that is automatically used unless/until you edit it.

How to find automatically managed Data requests

You can find details about the request in the candidate Data & Privacy center. As a Privacy manager, you will also receive a notification via email that a candidate has requested their data and that it has been managed automatically.

2. Manual management of Data requests

Once a candidate submits a data request, you will receive an incoming request. This request must be handled manually by your Company or Recruitment admins. You can choose whether the data shared should be customizable per request or set as standard. Once a response is created, an email containing the selected data is sent to the candidate.

a. Deactivate the Automation

If you wish to manage your Data requests manually, make sure the setting called Automate data requests is toggled off.

b. Customizable settings and choose what Data to include

You can choose whether you want each response to Data requests to be customizable or not.

If you enable customizable settings, every user who responds to a Data request can customize which data categories to include for each Data request, as well as adjust the response message to the candidate.

If customizable settings are disabled, only the data categories that you as a Company admin have selected as a standard will and can be included in each response to a Data request. The response message will be the default version and can not be edited for each request.

Just like with automatic responses to requests, you can choose what data categories you want to include in the manual response. This selection will not be editable by the user responding to the Data request if customization is disabled.

For a detailed overview of the categories of data that can be sent and what data each category includes, click here.

💡 Please note that only Recruitment admins and Company admins can manage manual responses to data requests. The reason for this is that only these roles have access to all data related to the candidate and their job application(s).

c. Review the Response message

Review the message that will be sent as a response to candidates along with their data. We have created a template response message that is automatically used unless/until you edit it.

How to respond your Data requests manually

1. Find the Data requests

You can find your pending requests in multiple ways:

Via the Dashboard: On the customizable dashboard you can add a Data & Privacy widget, including information about candidates who have made Data requests. The summary of the widget only includes Data requests from candidates you have access to.

Via Candidates: To find your incoming Data requests, you can head over to Candidates → Apply the filter “Requested at: Any date” to find all pending requests. You will only see the Data requests from candidates you have access to.

Via Notifications: Privacy managers will get notifications of incoming requests. These notifications are sent via email. More information can be found here.

2. Respond to the Data request

To respond to a Data request, open the Candidate card → More → Data & Privacy.

At the top of the Data & Privacy center, you will see a call-out notifying you that the candidate has requested their data and when they did the request. To respond to it, click on Share data.

You will then be able to see what data categories that will be included in the response to the candidate as well as the response message. If you have customizable settings activated, you will be able to edit what data categories to include as well as modifying the text of the response message.

Once done, click on Share data. The candidate will now receive the response email with the message along with a link to download the data as a .zip file, below the response message.

See here what the process will look like for the candidates.

Anyone with access to the candidate will be able to see that the response has been sent in the candidate’s Data & Privacy center and when it was handled. Company admins will also be able to see that a request has been handled in the Audit log, by whom it was handled and when it was handled.

Detailed description of the Data categories

📝 Please be aware that this feature, like all of our services, is under continuous development, and the data points shared are likely to change over time.

See below table to get an overview of the data shared per category:

Category	Data included
Audit events from the Audit log	Event date Actor type Actor label Source type Source label Action Data
Candidate answers	Created date Job application questions Job application answers Including the file if file-based question Connect questions Connect answers Questionnaire questions Questionnaire answers Co-pilot generated (true / false)
Candidate documents	Created date File name The actual file File content type File size
Candidate custom fields and tags	Name Type Value
Survey answers Answers to both open and confidential surveys are included.	Created date Survey name Question(s) Answer(s)
Company documents	Created date File name The actual file File content type File size
Interviews	Created date Interview kit name Notes Answers Generated co-pilot answers Skills & traits scores
Job applications	Created date Cover letter Rejected date Referring URL Referring site Co-pilot suggested (true / false) Co-pilot screening criteria evaluations
Job offers	Sent date Job title Answered date Status Response Job offer fields
Meetings Meetings booked through Teamtailor.	Title Start date End date Timezone Job the meeting belongs to Auto generated summary by Co-pilot Chat history Video recordings in video format Video transcripts by Co-pilot
Messages Both sent and received messages are included. SMS and InMail will be included as well, in case there are any.	Created date Subject Body
Notes	Created date Note
NPS scores	Created date Job title Given score Feedback
Partner results	Created date Assessment score Assessment criteria Assessment grade Assessment duration Details Status Summary
Profile information	ID Created date Name Email Phone Pitch Picture file name Picture as file Resume file name Resume as file Resume summary LinkedIn profile LinkedIn URL Referring URL Permission expiry date Permission given date Permission request date Permission for future jobs given date Removal request date Data request date
Reviews	Created date Rating Comments