Personio allows you to protect your applicants' data in accordance with both your requirements and those of the EU GDPR.
In light of the EU GDPR, this article offers you a guide to ensuring that your recruiting is data protection compliant. We recommend checking and using the following settings:
Anonymizing Personal Applicant Data
With Personio, you can fully anonymize candidate data. To do so, enable the automatic anonymization of applicant data in Settings under Recruiting > General > Data privacy > Anonymize data automatically? This will trigger the permanent removal from Personio of all personal data of candidates who are in the "Declined" or "Rejected" system phase after the period you have previously defined under Anonymization after. Anonymized candidate metadata that is not personally identifiable, such as information on the recruiting channel, is retained so it can be included in future reports.
If you don't wish for the candidate's name to appear in your notification emails, select No under Include candidate name in notification email? These emails won't then include any personally identifiable data.
You can find further information on anonymizing applicant data here.
If an applicant is not suitable for an advertised position, but may be just right for a future position, you can use Personio to create a talent pool. Please note that you need the applicant's approval for this. You can find further information on setting up a talent pool here.
Displaying Candidate Names in Notification Emails
Depending on how your recruiting roles are configured, employees who are part of the candidate process will receive automated email notifications from Personio that are triggered by certain events (such as the receipt of a new message from a candidate). Go to Recruiting > General > Data privacy > Include candidate name in notification emails to decide whether or not these emails should contain the names of applicants.
Email notification with applicant name:
Email notification without applicant name:
Entering Your Legal Notice
If you use the Personio career page, you need to enter the link to your legal notice into Personio. This will enable visitors to your career page to have access to all of the necessary information about your company and services, in accordance with legal requirements. You can enter the link to the legal notice via Settings > Career page > Link to the legal notice.
Data Privacy Statement for Applicants
You can save your applicant data privacy statement in several languages via Settings > Recruiting > Career page > Translations. Applicants must agree to this data privacy statement if they want to apply for a position using the application form provided by Personio. You can find a template for the data privacy statement here.
In addition to your personal data privacy statement, Personio, as the operator of your career page, automatically adds a data privacy statement for the processing of (personal) data.
Please note that your data privacy statement should also include your deadline for anonymizing personal applicant data.
You can find further information on data protection in Personio here.
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