Anonymizing and Deleting Candidate Data

Personio enables you to protect the data of your candidates according to the EU GDPR. By activating the automatic candidate anonymization, you can remove all personal data when it's no longer needed.

Please note that the anonymization of candidates is irreversible: the data cannot be recovered but will be retained for your reports in anonymized form.

Automatic Anonymisation

Navigate to Settings > Recruiting > General > Data privacy and select Yes next to Anonymize data automatically? to activate the automatic anonymization of candidate data:

Also enter the number of days after which the data is to be anonymized, if an candidate is rejected or withdraws the application.

With the Yes/No setting next to Include candidate name in notification emails? you decide whether or not the name of the candidate should appear in notification emails that are sent to you. If you choose No, no personally identifiable candidate data will be included in notification emails.

Manual Anonymization of Candidate Data

(Bulk) Anonymization

Personal data of candidates cannot only be anonymized automatically but also manually. In the candidate list, you can do this for a single candidate or for several using the bulk function.

Use the checkboxes under Recruiting > Applications to select all candidates whose personal data you want to delete and then navigate to Actions. Click on Anonymize application.

Anonymization in the Candidate Profile

You can also anonymize the data directly in a specific candidate profile. To do this, go to the three points and select Anonymize application.

What data is anonymized?

The following information is anonymized:

• The candidate's name
• All application documents
• The message history incl. the attachments
• Email address, phone number and the candidate's birthday
• Offers
• Evaluations; all quantitative evaluations, however, will be retained

If the candidate has applied for several jobs, the data of the candidate will be kept for the time being.

Deletion of candidate data

If you are sure that you do not only want to anonymize data, but completely delete candidate profiles, you have two options.

Please note that the deletion of candidates is irreversible: the data cannot be recovered and is no longer available in anonymized form for your reports.

(Bulk-)Deletion

Under Recruiting > Applications, select multiple candidates via the checkboxes you want to delete from Personio and then navigate to Actions. Click on Delete application there.

Deletion in the Candidate Profile

Alternatively, you can also remove the candidates in the Candidate profile by clicking on the three points and Delete application.