When recruiting across several countries, each location may have its own data protection laws. You can configure specific data permissions and automatic data deletion settings to ensure compliance with local regulations.
This is a visual example only. Please ensure you follow local data regulations when configuring your settings.
A Company Admin user needs to activate this feature in the Add-on feature center to get started
Setup
You can set local policies and settings for each country added to your account, or to multiple countries that share the same regulations. Local setups can be configured for the Manage permissions and Automatic data deletion settings.
The countries available for setup are based on the locations added to your account under Settings → Company → Locations. Read more about setting up locations here.
Manage permissions
On this page, you define the validation time of your candidate's permission to keep their data. In short, you will define the following three things:
Specifying how long a candidate’s permission is valid for you to keep their data
Controlling whether an automatic renewal request is sent when the permission expires
Editing the message that follows your email permission renewal requests
Read our full guide on this setting here: Manage collected permissions
Default policy
The first section is where you set your default policy that will be used for all candidates where there isn't a local policy set up, and as a fallback.
Local policies
In the next section, you can define any local policies for the countries of the locations in your account. Click + Add local policy to get started with the setup.
Each policy will include the following sections:
Country:
Select one or several countries for which the permissions policy should apply.Validation time:
Choose how long a candidate’s permission for you to keep their data should stay valid.When permission expires:
Choose if the candidate's permission should be renewed automatically after the validity expires.Edit email template:
When selecting the opt-out or opt-in options, you will be able to customize the email sent.
Please note! Any changes made in a permission email template will be applied across all policy templates, default and custom.
Automatic data deletion
Within these settings, you can configure automatic rules to remove candidate data from your account. Each rule flags candidates for deletion according to the specified criteria and the selected number of days. After being flagged, the data will be permanently deleted 1 week later.
Read our full guide on this setting here: Automatically remove your candidates data
Default deletion settings
The default settings will be used as a fallback when no local settings are set up for the candidate's location.
Local deletion settings
In this section, you can define any local deletion settings for the countries of the locations in your account. Click + Add local deletion settings to get started with the setup.
Each setting will include the following options:
Country:
Select one or several countries for which the deletion settings should apply.Automatically delete:
Enable the deletion rules that should apply for these settings. When a candidate or job application matches any of these rules, they are flagged for deletion.Exclude from automatic deletion:
Choose to exclude candidates from deletion rules who are hired or have fully signed documents*.
* This option is only available for customers using our E-signing feature.
Application of policies and settings
The applied permission policy or data deletion setting is determined based on the following rules:
Most recent job application:
When a candidate makes a new job application, the policy and/or deletion settings for that location will be applied. This means that it will override previous job applications if they have other locations with different permissions and deletion setups.Multiple locations:
If multiple locations are selected upon application, the most strict permission policy and/or data deletion setting among them is applied.Connect locations:
Locations added by the candidate through the Connect dashboard are only considered if they have no job applications.No attached locations:
If the candidate has no locations linked through either job applications or Connect, the default permission policy and data deletion setting apply.
Order of strictness
In the scenario where two locations are selected upon application, the location with the most strict permission policy and/or data deletion settings will be applied.
The following permission policy options are ranked from most to least strict:
No automatic permission request |  |
Opt-in permission request |  |
Opt-out permission request |  |
Permission has no expiration |  |
For data deletion settings, the rule with the fewest days among all enabled rules across setups is considered the most strict.
