Plan: All plans
Role: Owner ✧ Admin
This document is intended for informative purposes only and does not constitute legal advice. You should consult with your legal counsel to ensure your compliance with applicable laws and regulations.
This document is intended for informative purposes only and does not constitute legal advice. You should consult with your legal counsel to ensure your compliance with applicable laws and regulations.
This is part of Recruit’s guide for complying with privacy regulations. See the overview here.
Spark Hire is a service provider that stores candidate information on behalf of employers who use the Spark Hire Recruit platform. As the prospective employer and data controller, you are responsible for complying with applicable laws and regulations, which may include managing candidate data, responding to candidates who wish to exercise their privacy rights, and handling requests for data deletion.
- Candidates may contact you directly to request that their data be deleted. In such cases, you can communicate with candidates directly and delete or pseudonymize their data using the tools available in the platform.
- Candidates can request to be deleted from all Spark Hire Recruit customers. To handle such cases, you can configure whether to be notified, or have data deleted or pseudonymized automatically, as explained in this article.
⚠️ Important: When candidate data is deleted or pseudonymized automatically, candidates are not notified by Spark Hire Recruit. If you are required by law to notify candidates and/or to confirm the status of their data deletion requests, then you must not enable automatic deletion or pseudonymization of candidate data. Instead, it is recommended to create a dedicated email template for this need and send it to candidates from the candidate profile before deleting or pseudonymizing their data.
Handling data deletion requests from all Spark Hire Recruit customers
Process overview
When a candidate submits a request to have their data deleted from all Spark Hire Recruit customers:
- Recruit matches the candidate’s email address to any candidate or lead profiles in your account.
- Based on your company’s settings, Recruit either deletes, pseudonymizes, or sends a notification to the lead recruiters or recruiting coordinators of the positions.
- Recruiters or coordinators notified of the request can:
- If needed, notify the candidate to confirm that their request is being handled
- Delete or pseudonymize all of the candidate’s hiring processes
📝 Note: Candidates must have a matching email address in their candidate profile on the platform.
Prerequisites
If pseudonymization is required, enable it in your privacy settings before selecting it as an action.
Configure your Data deletion request settings
Configure how to handle candidate requests to have their data deleted from all Spark Hire Recruit customers.
- From the left-side menu, go to Settings > Hiring setup > Privacy.
- Scroll down to Data Deletion Requests.
- Choose an action for candidates in Rejected, Withdrawn, or On Hold status:
- Delete – Candidate data will be completely deleted. Candidates' activity will not appear in reports, and candidates will not be re-identified if they are added again or reapply.
- Pseudonymize – Delete personally identifying information while retaining activity for reporting purposes and storing hashed versions of identifying information for re-identifying candidates if they reapply (available only if pseudonymization is enabled).
-
Send notification – Default setting for new companies; sends an email notification so you can review before taking action.
- Choose the teammate who will receive notifications:
- Lead recruiter
- Lead recruiting coordinator
📝Note:
For candidates with In progress, Awaiting decision, or Hired statuses, Recruit always sends a notification.
If the teammate who is set to receive notifications is no longer active, Recruit will send the notification to the company Owner.
Have more questions? Contact us at recruit.support@sparkhire.com
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