When candidates submit a job application, connect with your company, or are added to the system through sourcing or referrals, data protection laws may require you to provide information about how their personal data will be processed.
In some cases, you may also need to obtain their consent before using their data.
To support these requirements, you can use the Collect permissions settings. These settings allow you to:
Inform candidates about how their personal data will be processed
Request permission to store their data
Have you already begun storing candidates in your account before configuring your permission settings? Learn the process of how to collect and manage their permissions before proceeding with these settings.
For job applications / For Connect
When a candidate clicks Submit application or chooses to Connect with your company, they agree to have their personal data stored in your system.
If you prefer candidates to take a more active step when giving permission, you can enable checkboxes in the application form.
For both job applications and Connect, you can configure two different types of permissions and choose how they are collected from candidates.
Permission checkbox
Permission can be collected by requiring the candidate to actively select a checkbox before submitting their application or connecting with your company.
To enable this option, toggle on the Activate permission checkbox. Then you will also be able to adjust the terms associated with submitting the application or the Connect signup.
When this is enabled, candidates must select the checkbox before they can submit their application and/or connect.
'Privacy policy' and 'Company name' serve as placeholders. 'Company name' will reflect the name added under Settings → General → Company, and 'Privacy Policy' refers to the Privacy Policy added under Settings → Data & Privacy → Privacy policy.
Checkbox for future jobs permission
When candidates submit their application or Connect with your company, you have the option to display a secondary checkbox.
This allows candidates to clearly indicate their willingness to have their data used for future job opportunities.
To enable this option, toggle on Activate additional checkbox for future jobs permission. Once enabled, you can customize the terms displayed when candidates submit their application or Connect signup.
The checkbox will not be mandatory to be checked before submitting applications or connecting with you.
The candidate's perspective
Below you will find examples of how your choices to collect permission will be presented to the candidates:
Job applications
Without permission checkboxes activated
With the Permission checkbox activated
With both the Permission checkbox and the Additional checkbox for future jobs permission activated
Connect
Without permission checkboxes activated
With the Connect permission checkbox activated
With both the Connect permission checkbox and the Additional checkbox for future jobs permission activated
For sourced and referred candidates
When a candidate is sourced or referred (manually added) to the system, you may not have provided them with information about how their data will be processed, or collected their consent when required. To ensure compliance, you can follow the steps below to collect permission through the system:
Set a data retension period
Choose how long the candidate’s data should be stored before the system marks their permission as missing.
Send a permission request
Once the retention period has passed, the candidate’s privacy status will be updated to Permission missing, allowing you to collect their consent. You can decide whether to collect this permission automatically or manually.
If you rely on a candidate’s consent as the legal basis for processing their personal data, applicable data protection laws may require the permission text to be phrased in a specific way.
For this reason, we strongly recommend consulting with your legal counsel when drafting or updating your permission text to ensure compliance with relevant regulations.
Automatically
The system will send a permission request via an opt-in email, as indicated by checking the box shown below:
We automatically give you an email template for this message, but be sure to review it to ensure it aligns with your company's preferences for wording your opt-in message. Click Edit email template to review and update the email.
In case you have activated the Additional checkbox for future jobs permission, the permission request will also include this option.
Manually
The opt-in message for sourced and referred candidates can be triggered manually from the candidate's data & privacy center by clicking Request permission.
Send the opt-in message for several candidates at once using bulk in your candidate bank and choosing Data retention.
The candidates' perspective
Below is an example of how an opt-in email can look, sent to sourced and referred candidates. A Give permission button is automatically included in the email, allowing candidates to easily give their permission.
In case you have activated the Additional checkbox for future jobs permission, candidates will be asked to give this permission after granting the initial permission to process their data.
Permission missing status
The status of whether a candidate has given or not given permission can be found in the candidate's data & privacy center. You will find this by going to the candidate in question and clicking ⋮ More in the action bar.
If a candidate has not yet given their initial permission or their permission to be considered for future job openings, they will be marked as Permission missing.
In the candidate bank, you have different privacy filters you can use to find candidates with a specific status, for eg. Permission missing.
Read more about the different privacy statuses here.