GDPR gives individuals the right to ask organisations to delete their personal data. For example, if a candidate has registered on an organisation's website e.g. Careers Portal, or has submitted an application but been unsuccessful, they may request the right to be forgotten. The Right To Be Forgotten feature in PeopleXD Recruitment allows users to action this request by deleting any candidate information retained in PeopleXD.
Process Candidate Right to be Forgotten Requests
To process a request, follow the below steps:
Navigate to the My Recruit Toolbox widget on the Recruitment Dashboard.
Click Open on Right To Be Forgotten.
Search for the applicant to be deleted using their name, applicant number, or email address. Alternatively, click OK to view all available candidates.
Click Delete on the relevant row.
Click Yes to confirm the deletion.
Note: Only candidates who are eligible to be deleted will be available on the Right To Be Forgotten screen. These are candidates who:
Do not have an employee record (i.e. an applicant record with a personnel number attached)
Do not have another application at the accepted stage
What Data is Deleted?
The following are all deleted when a Right to be Forgotten request has been processed:
All Candidate Data held within the PeopleXD ATS i.e. Portal View of PeopleXD Recruitment
Generated PDF View of the Candidate Application
Candidate Data held within eRecruitment website
The following candidate data is not deleted:
Candidate Data held within the new Careers Website (powered by Volcanic). However, customers have a self-serve facility to delete this data.
Merged PDF Packs of Candidates (where multiple candidates are merged into one PDF document). These merged documents can be deleted manually by users, or when closing the vacancy. These documents can also be deleted as part of the automated Applicant Cleardown process, subject to the vacancy and candidate being eligible for cleardown.
Security Access
To access to the Right To Be Forgotten option, the following menu options must be enabled on the user’s menu profile:
System | Menu Option | ID |
Web Services | Delete rtbf | WS_RECRUITMENT_MENU.DELETE_RTBF |
Web Services | Get rtbf | WS_RECRUITMENT_MENU.GET_RTBF |
CorePortal | Recruitment - Right to be forgotten | MAIN_MENU.RIGHTTOBEFORGOTTEN |