3 Set up the GDPR

The RGPD settings are also in the menu ADMIN/Gdpr. This includes :

• The time limit for keeping applications,
• Information displayed to candidates before applying,
• Automatic emails sent to candidates to renew their consent.

Set the application retention period for each of your organisations in the "Retention of applicant data" section at the top:

You have to indicate the period and activate the box below for automatic deletion. Thus, in accordance with the legislation, applicants without action during this period are deleted.

Concerning the duration of data retention in general, it is indicated by article 6.5° of the LIL (Loi informatique et libertés) and article 5e of the RGPD that personal data can only be kept "for a period which does not exceed the period necessary for the purposes for which they are collected and processed". With regard to the data of job applicants in particular, the CNIL has given its opinion on what it means by "necessary duration". Thus, the CNIL recommends that the period of retention of information (on computer and paper) should not exceed 2 years after the "last contact" with the data subject.

You must also inform applicants of their rights to retain, amend and delete data using the "Text of your GDPR Commitment"

This text will be displayed on your application forms. Please note that for applications received by email, you also need to set up the acknowledgement of the application a little further down. For the latter, you must click on the box in front of "Send an email to the applicant after submitting an application" and add the corresponding text. An example of a text is proposed in the menu.ADMIN/Gdpr

Automatically renew the consent of applicants at the end of the deadline.

In the menu ADMIN/Organisation check the box: "renew automatically". This will allow you to define the email that will be sent to applicants to invite them to renew their data retention period.

Next step : 4 Your application form