General Data Protection Regulation (GDPR)

Table of Contents

Awaiting Consent Indicators #

Upon activating the GDPR functionality in your PCRecruiter database all name records will become highlighted in orange. This orange color will be used moving forward to indicate records that have not consented to be contacted. Once a person has consented to being contacted, the orange highlight will be removed. Secondary to the orange highlight, a Locked Folder image will appear on the Record Layout and on your Search Results signifying that the person has not consented to be contacted. Lastly, upon activation; a GDPR tab is added to your Name Record Layout. This new tab will not have any data at first, but will contain the Name Records Consent Date and Purpose as those are gathered.
Moving forward, all new names entered into the database via Resume Parse, Add Name, Import, PCR Capture or Resume Inhaler; will receive the previously listed indicators as well as be added to both the Opt-Out Bulk Email and SMS Lists (historical names will not be added to these lists).

Move Consent Date and Consent Purpose #

When GDPR becomes activated in a database a GDPR tab is added to the name record layout. This tab contains the EUC Consent Date and EUC Consent Purpose.
As with other fields in PCRecruiter, you can choose to add these to your main layout for quick access if desired (Please Note that only an administrator can edit the values selected from the GDPR tab or from GDPR fields on a name record. A non-admin user will need to use the Consent Log area to add consent for a record).

  1. Access any Name Record in your database
  2. Choose Customize from the action dropdown
  3. Select Click to set Field from any group on your layout screen
  4. Use the dropdown to select EUC Consent Date and EUC Consent Purpose
  5. Once the fields are added to your layout you may drag and drop them to the desired location
  6. Click Save when finished

Existing Data #

As GDPR begins its course, we need to also take into account the historical data. Historical data is any record that existed in your PCRecruiter database prior to the GDPR feature being activated.
Historical records will appear with the orange highlight and locked folder images however, they will not have a Consent Purpose or Date (As they have not Consented). The difference with these records is they have not been added to the Opt-out Bulk Email and SMS lists.
You will be able to request consent from these historic records through the same means as new Name Records.

Bulk Change Historical Data #

The PCRecruiter Global Change feature will allow you to mass change a list of names to a Consent Status. This will be particularly useful for historically placed candidates, applicants, and clients.
Note: You must be an admin user to perform the following.

  1. Create a Rollup List of the name records you wish to bulk change (Contact PCRecruiter Support if you are unsure how to find the names you wish to change)
  2. Select System from the main toolbar
  3. From the System menu choose Global Change
  4. Select Change Names
  5. Use the Field Name dropdown to select EUC Consent Purpose
  6. Select the Rollup List you would like to change (This step is very IMPORTANT, if you do not choose a Rollup List all of your Name Records will be modified).
  7. Choose the New Value to populate. This will populate for all Name Records on your selected Rollup List
  8. Use the Original Value dropdown to choose if you would only like to modify records that have a particular existing value (This option is typically left as All Records)
  9. Select Modify Only Empty Fields if you do not want Name Records with a value in the EUC Consent Purpose to be affected (Typically left unchecked to modify the previously selected Rollup List)
  10. Select Apply to begin the changes..

EUC Consent Purpose #

The following options are available on your GDPR tab for identifying the Purpose of a Name in your database:

  • None: Historical Data, these names do not appear on the opt-out list and may be contacted freely (We of course recommend requesting consent)
  • Awaiting Consent: These names are new to your database and require consent prior to allowing contact. These records are signified with a locked folder icon and orange highlight. Any name listed as Awaiting Consent has been added to the Opt-Out Bulk Email and Opt-Out Bulk SMS lists, upon consenting they will automatically be removed from these lists.
  • Candidate: These names have consented to be contacted as a Candidate – They are automatically removed from any Opt-Out Lists.
  • Customer: These names have consented to be contacted as a Customer/Client – They are automatically removed from any Opt-Out Lists.
  • Customer or Candidate: These names have consented to be contacted as a Customer or a Candidate – They are automatically removed from any Opt-Out lists.
  • Non-EU Data Subject: These names have been identified as living outside of the EU.

Consent Log #

The Consent Log, accessed from the navigation toolbar on any name record, is used to track any given/revoked consent from the desired Name Record. When viewing this log, the most recent item will be reflected in the EUC Purpose field (Unless a merge has taken place, in this case the master record will control the current Consent status).
From the Consent Log users also have the ability to manually add consent, this is useful if they consent to you verbally.

  1. Select a Name Record in your database you wish to add consent for.
  2. Choose Consent Log from the navigation toolbar
  3. Choose Add Consent from the action toolbar
  4. Use the dropdown to choose the Purpose
  5. Select the Source of Consent
  6. Add any additional Notes; these will be stored in the Consent Log
  7. Save when finished

Merging GDPR Data #

When merging two name records while the GDPR feature is enabled the record that is identified as the Master Record during the merge process will be the EUC Consent information that is retained. See https://learning.pcrecruiter.net/merge-duplicate-records/ for more information on merging records.

Requesting Consent #

Consent can be requested via two platforms. The first option is added to your PCRecruiter Job Board allowing an applicant to consent during the application process. The second option allows users to create a form letter (or use an existing form letter) to individually email a person to request consent.

Consent During the Application Process #

To enable EUC Consent during the application process, an admin level user will need to do the following:

  1. Select System from the main toolbar
  2. Choose Job Board
  3. Choose Job Board Messages
  4. On the left side, select Consent
  5. Switch Enabled to Yes to enable this feature.
  6. Main Sequence has provided some generic text for your site here, however you are welcome to modify the Consent Message text prior to saving.
  7. Save changes when complete.

Request Consent via Email #

Once GDPR is activated in your database some email templates will automatically be added to your database, however; users also have the ability to add their own mail templates or modify existing letters if desired.

Create/Edit Letters #

  1. Select System from the main toolbar
  2. Choose Letters
  3. Select Name Letters
  4. Select the auto generated GDPR folder from the hierarchy on the left
    1. Here you can view/edit the default mail templates
  5. Choose Add Letter from the action toolbar to create your own letter templates
  6. Use the Insert Fields option to insert the appropriate GDPR Links into your template (Visit https://learning.pcrecruiter.net/creating-name-letters for additional assistance with creating form letters)
    1. GDPR_Candidate_Accept: If selected by recipient, will change EUC Purpose to ‘Candidate’
    2. GDPR_Customer_Accept: If selected by recipient, will change EUC Purpose to ‘Customer’
    3. GDPR_Candidate_Or_Customer_Accept: If selected by recipient, will change EUC Purpose to ‘Candidate or Customer’
    4. GDPR_Deny: If selected by recipient, will change EUC Purpose to ‘Forget’, Add them to the Opt-Out Bulk Email and SMS Lists and change their record highlight color to orange
    5. GDPR_Non_EU: If selected by recipient will change EUC Purpose to ‘Non-EU Data Subject’
  7. Save Letter when finished

Send Form Letter #

Once your form letter has been created via the previous instructions you will then need to send the email to name records as they are added to your database.

  1. Access the Name Record you wish to request consent from
  2. Hover over an Email Address on the name record
  3. Select the Form Letter icon to the far right of the Email Address
  4. Locate the desired form letter
  5. Select Action followed by Email for the desired letter
  6. Make any necessary modifications
  7. Send when finished

Forget #

When a person has requested to be “Forgotten” from your database they are added to the Forget Bin, an admin user can also select to Forget someone from the action menu on any name record. Once a name record has been Forgotten their information is completely removed from the database (Please Note: There is no undo or restore option available when using this feature).
Once a person is forgotten they will no longer be searchable in the database. An auto assigned id number will be given to forgotten names which will be visible if the name existed in a pipeline. This is done for reporting purposes.

Forget Bin #

An admin user may access the Forget Bin via the following:

  1. Select System from the main toolbar
  2. Choose Data Management
  3. Choose Forget Bin

Once here an admin user may view name records that have been forgotten however they CANNOT undo or restore them.
From the Forget bin an admin user can also set an Auto Forget; this will cause name records to be automatically added to the Forget Bin after a predetermined number of inactive days.
To access this setting select the gear icon in the top right corner of the Forget Bin and enter the desired number of days (We recommend using this feature with extreme caution, remember; once a name is forgotten it cannot be remembered).

Mass Forget #

If you are looking to cleanup your database of any records that have not responded to your request for consent the following will be helpful:

  1. Select System from the main toolbar
  2. Select Data Management
  3. Choose Identify Inactive Records
  4. Select an Inactive Record Rollup List (It is recommended to create a new list titled Inactive; names identified in this search will automatically be added to this list).
  5. Choose the date you would like to use to use as a standard for Last Activity
  6. Choose if you would like to only include Candidates or All Name Records (This is based on PCRecruiter’s Predefined Status field)
  7. Select Activity Date
  8. Choose the EUC Consent Purpose you would like to identify as Inactive (More than likely ‘Awaiting Consent’)
  9. Select Search
  10. Name records meeting this criteria, will automatically be added to the identified rollup list
  11. Open the Rollup list
  12. Select all Name records you wish to Forget
  13. Choose Forget from the action dropdown. (These records will be permanently forgotten!!)

Download Name Details #

The final component of the GDPR feature is the ability to Download an entire name record from the database.

  1. Select the name record you would like to download
  2. Choose Download from the action dropdown
  3. You will be presented with a list of items to include in your download, checkmark those items you wish to include
  4. Select Download
  5. Name record details will be exported to a .CSV file, attachments will be downloaded to a .zip file