WHAT IS AUTO ANONYMISATION?
The purpose of auto anonymisation is to remove personal candidate information from an application whilst retaining key information about that application for reporting purposes.
WHAT DOES IT DO?
- This feature ensures you stay compliant with your legal obligation to have set data retention policies, thus helping you to avoiding any litigation or fines.
- When an application is anonymised, all affected fields with data entered against them will have their contents randomised or marked as anonymised.
- The feature will run automatically ensuring peak system performance due to a regular clear down of records.
-
The advantage of anonymisation over deletion is that remaining data is reportable and can be kept indefinitely
HOW DOES IT WORK?
Systems can be configured so that applications can be automatically anonymised in three ways:
1. A set period after the vacancy recruiting period has been finalised.
2. A set period after the application creation date.
3. Based on the last status change.
Applications will be assigned an anonymisation pool which determines how long the data will be kept for.
The system allows for the creation of multiple pools, should you have different retention policies based on different criteria.
An automatic process runs to anonymise candidate applications once the anonymisation date is reached.
CONSIDERATIONS
Once this feature is implemented, when creating new system items anonymisation will always need to be considered to identify if the new item constitutes ‘personal data.’
The system can handle anonymisation of candidate records when multiple applications have been submitted. Some key data will not appear to be anonymised until all of the candidate's applications are anonymised.
When a candidate has had all of their applications anonymised, they will need to create a new user account when applying for a new role with you. This is because their prior username and password will have been anonymised so the system will not recognise the candidate as a returning user.
A manual anonymisation clean up task must be completed against historic data.
NEXT STEPS
Watch our GDPR webinar and speak to your Customer Success or Commercial Manager for any additional information.
Confirm what your data retention pool policies are and which method of anonymisation you would like to use.
Working in conjunction with Oleeo, confirm which items would require anonymisation
COSTS
Please speak to your Commercial Manager for further information.
ADDITIONAL INFORMATION
Watch: GDPR Compliance: 6 Years On - How Are You Managing Your Data Retention Responsibilities?
