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.
š”This guide is part of Spark Hireās options for compliance with privacy regulations. See the overview here.
Spark Hire allows you to specify the duration of time you will retain the data of candidates who are protected by privacy regulations. Based on the data retention period you define, you can set up the following automation rules:
Request candidate consent: Request consent shortly before the data retention period ends to prolong the data retention period so that you can more easily contact them in the future with relevant opportunities. Learn more
Automate candidate data removal: When the data retention period ends.
š Note: You should state the data retention period that you define in Spark Hire Recruit in your companyās updated privacy policy as well as the privacy notification you send to candidates.
Data retention periods
Initial data retention period
Starts clocking when a candidate applies or is added to Recruit.
Starts clocking with the last activity that was taken with the candidate including any activity logged on the candidateās profile (excluding requests for consent).
If you donāt want to apply this option, select Not applicable.
Consent
Starts clocking when the candidate provides consent to an additional retention period.
You can send requests for consent to candidates individually or in bulk. Alternatively, you can have Recruit automatically email a consent request to candidates shortly before the data retention period ends. Learn more
Data retention by location
Privacy regulations and data retention periods differ across locations. The Data retention by location feature enables companies operating in diverse regions with varying privacy compliance needs to set different data retention periods based on the data subject and position location.
For instance, if your company operates in both the U.S. and the EU, this option enables personalized data retention periods per local privacy regulations. In the U.S., you would align with the relevant regulations, while in the EU, you can adhere to GDPR.
Add new rule
From your avatar at the top right, navigate to Settings > Privacy.
Click ā Add rule.
Add a name to identify the rule.
Choose the locations to which the rule will be applied.
Select the data retention period.
Choose whether you want to automate data removal.
Click Create.
Edit existing rule
From your avatar at the top right, navigate to Settings > Privacy.
Click the three dots (...) next to the rule you want to edit.
Click Edit.
Candidate status and data retention
ā ļø Important: Changing the data retention settings impacts existing candidates. For instance, if a candidate previously consented under a 24-month retention period and it's later extended to 36 months, the candidate is affected. Itās your responsibility to let candidates know about changes to your privacy policy.
Non-hired candidates: Data retention settings apply to everyone except for hired candidates. This allows you, for example, to send consent requests to candidates whose status is set as āIn progressā or āOn holdā without any activity for an extended period and remove them automatically if they donāt consent to a longer retention period.
Hired candidates: You must establish the legal grounds for retaining the data of hired candidates or otherwise manually remove it from Recruit.
Automate data removal
You can set up Recruit to automatically remove candidate data when the data retention period ends. Select one of the following options:
Disabled ā This will require you to manually Pseudonymize or delete candidates.
Pseudonymize automatically ā Candidate data will be removed based on your pseudonymization settings. Selecting this option will retain the candidateās activity for reporting purposes and will allow re-identification if the candidate is added again or reapplies. Learn more about pseudonymization
Delete automatically ā Candidate data will be completely removed. Candidates' activity will not appear in reports and candidates will not be re-identified if they are added again or reapply.
Have more questions? Contact us at support@comeet.co