This guide is part of Recruit’s options for compliance with privacy regulations. See the overview here.

As part of your compliance with different privacy regulations, your company may choose to request candidate consent to retain their data for a longer period. If you wish to do so, Recruit enables you to automatically request consent from candidates and then extend the data retention period accordingly.

What consent means

If candidates consent to extended data retention, their profiles will be kept for the duration you specify, making it easier to contact them about future opportunities at your company.

To request consent, you must configure the data retention period for consent in your Privacy settings and state your data retention period for consent in your privacy notice to candidates.

Set up consent request

1. From the left-side menu, navigate to Settings > Hiring setup > Privacy (this requires an Admin or Owner role)

2. Scroll down to Request consent and click Enabled. The Review message settings part is added to the Request consent section.

   

3. To automatically request consent by email:

   1. Click Review and edit for the relevant option (outreach or reminder). You'll be redirected to the email template.

   2. Revise the templates as necessary and click Save.

Request consent on the application form

When you enable request for consent in Recruit, candidates who apply on your careers website see a checkbox on the application form that allows them to provide consent. The checkbox is unchecked by default. Candidates provide consent by ticking the box and submitting the application.

If you configure privacy settings unique to positions in EU countries (see Data Subject), the consent option on the application form only appears on application forms for EU positions.

Send consent requests by email

When you enable request for consent in Recruit, two auto-templates are added to your templates settings:

• Consent: First request – activated 30 days before the data retention period ends.

• Consent: Follow-up reminder – activated 7 days after the previous message, in case the candidate has not responded and the time retention period was not extended by other means.

Revise the templates to fit your needs

Note that you cannot:

• Edit the text of the consent and the text that appears on the buttons.

• Add recipients as CC/BCC to these messages.

Set a consent request message to be sent automatically 

You can set the auto-templates to one of the following options:

• Don’t send – Messages will not be sent automatically, but can still be sent manually

• Send automatically – Messages will be sent automatically. Messages will not be sent if the candidate has received a request for consent or responded to a consent request within the previous 30 days.

Send a consent request manually

Send the request for consent to a single candidate or multiple candidates at once:

1. Click Privacy in the candidate profile.

2. Select the Request consent from candidate option.

3. You can edit the message before sending.

4. Click Send.

   

Consent withdrawal

Candidates may request to withdraw their consent. To specify that a candidate has withdrawn their consent:

1. Go to the relevant candidate profile.

2. Click Privacy.

3. From the dropdown that opens, select Candidate withdrew consent.

   

Activity log

Events of giving or withdrawing consent are logged in the candidate activity in their profile.

Have more questions? Contact us at recruit.support@sparkhire.com