If you have started processing and storing candidates in your Teamtailor account there are some things to consider. In this article, we will go through how you can collect and manage the permissions of your already existing candidates.
Start by identifying if any candidates in your talent pool could or should be deleted. If so, begin by cleaning up your candidate pool before continuing to the next steps.
❗️ Since the existing candidates don’t have any recorded permission yet, the Collect permission settings that will be applied are those set for Sourced and Referred candidates
Before taking action on any of these options below, please ensure you configure the permission settings for Manage permissions to set the validation time for the collected permissions. After this, let’s continue by looking at the two options you have for the candidates added to your existing candidate pool:
1. Request permissions via opt-in
Collecting the permission via opt-in for your existing candidates can be done either Automatically or Manually:
Automatically: To trigger an automatic opt-in email to be sent to your existing candidates, make sure to configure the settings for collecting permissions from sourced and referred candidates accordingly. Also, ensure that the email template aligns with your company's preferences for wording your opt-in message.
Manually: If you prefer to collect the permissions manually, head over to Candidates and apply filters that are relevant for identifying the candidates you would like to manage. A useful filter to consider is
Created before [date of permission set up]. Bulk select all these candidates, locate the 'Data retention' option, and Send opt-in email. Again, ensure that the email template aligns with your company's preferences for wording your opt-in message.
2. Request permissions via opt-out
Collecting the permission via opt-out for your existing candidates can only be done Manually:
Manually: To trigger the opt-out emails to be sent, head over to Candidates and apply filters that are relevant for identifying the candidates you would like to manage. A useful filter to consider is
Created before [date of permission set up]. Bulk select these candidates, locate the 'Data retention' option, and choose the option Inform candidates about data storage.
The candidates will then receive the email and the permission will be set with today’s date.
The email template used for this purpose will be the opt-out template from Manage permissions. Please ensure that the email template aligns with your company's preferences for wording this opt-in message..
Keywords: GDPR, Data protection, data & privacy