This document is intended for informative purposes only. It does not constitute legal advice regarding any privacy regulations or any other matter, and may not be used or relied on for such purposes.
This guide is part of Recruit’s options for compliance with privacy regulations. See the overview here.
Data subject
Recruit allows you to specify whether to apply privacy protection to all candidates or only to candidates for specific positions.
To configure Data subject settings:
In Recruit, navigate to Settings > Hiring setup > Privacy.
Scroll down and find the Data subject section.
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Specify who should be considered a data subject:
All candidates: Consider this option if your company's activities are primarily in geographical locations that mandate privacy compliance, for example, if your company’s recruiting activities are mainly in the European Economic Area (EEA), or if you simply prefer to have privacy protection apply across-the-board without differentiating between two different sets of candidates.
Only candidates for positions primarily located in the EU or UK: Consider this option if your company’s recruiting activities are both in the EEA and other regions, and you only need to extend protection to candidates in the EU or UK. If you choose this option, the position's primary locations must be set to EU or UK locations, and protection applies based on the position's location (not the candidate's).
Select locations: Consider this option if your company operates in diverse regions with different privacy compliance needs. If you have specific concerns for certain countries or regions, this choice gives you the flexibility to meet local regulations.
⚠️ Important: If you switch from “Only candidates for positions primarily located in the EU or UK” to “Select locations,” you will need to add the EU and UK locations to the list manually.
EEA countries protected by privacy regulations
If you choose to provide privacy protection to candidates applying to positions only in the EU or UK, Recruit’s privacy functionality and automated rules are applied to candidates for whom the location of their current position is in one of the following countries:
United Kingdom
Iceland
Norway
Switzerland
Liechtenstein
Gibraltar
📝 Note: Check that all company locations have their country properly defined.
FAQ
What happens when a position changes its location from a non-EU country to an EU country, or when a candidate is moved from a non-EU position to an EU position?
Automatic processes for sending the privacy notice, requesting consent, and automatic data removal will take effect within a day after a candidate has been redefined to be a data subject.
What happens when a position location changes from an EU country to a non-EU country, or when a candidate is moved from an EU position to a non-EU position?
Candidates will no longer be defined as protected Data subjects. Privacy-related processes such as the automated privacy notice, request for consent, and automatic data removal will not apply to those candidates.
Have more questions? Contact us at recruit.support@sparkhire.com
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