The management of personal data is a crucial aspect of recruiting, especially in compliance with the General Data Protection Regulation (GDPR). Companies that collect and store candidates' CVs must ensure compliance with privacy regulations by establishing clear procedures for processing, storing, and deleting personal information.

Altamira Recruiting provides advanced tools to securely and automatically manage CV deletion, ensuring GDPR compliance and reducing the risk of retaining data beyond the legally permitted limits. Thanks to the automatic deletion workflow, companies can define precise rules for data removal, ensuring transparency for candidates and optimizing database management.

The GDPR section

To access the GDPR menu click on Settings > Account > GDPR

• In the Privacy statements section there is the text (or the texts, if more than one) that will be shown to the candidates during the application phase. To view the full text, click on the name of the privacy statement
• In the Data processing policies section you can view:
  • the configuration of the policy
  • the duration of the data retention and the CVs currently entered in the deletion workflow
  • the company personal data for the customization of the privacy statement (already pre-filled if your company is using Altamira's privacy statement)

To view the duration of the data processing and the CVs already moved into the deletion workflow:

1. Click on the name of the policy in the Data processing policies section
2. See the duration of the data retention under the "Months" column and the number of CVs already moved into the deletion workflow under the "CV count" column

How the CV deletion workflow works

• 90 days before the scheduled deletion as set in the GDPR configuration, the CV enters the deletion workflow. The candidate receives a first notification email, automatically generated by the platform, with a link that allows you to renew your application. The CVs entered in the cancellation project are visible in the CV count section illustrated in the previous paragraph
• 60 days before deletion, the platform sends the candidate a second notification email
• 30 days before deletion, the platform sends the candidate a third and final notification
• After the last 30 days, if the candidate has not resent their application, the CV will be deleted from te platform       

Example:

• The duration of the data retention is set at 36 months. A CV is received in the database on 01/01/2019, therefore, unless updated, it will be deleted on 12/31/2021
• 90 days before the deletion date, on 01/10/2021, the CV si moved into the "deletion project" and the candidate receives a first notification email
• 60 days before the deletion date, thus on 01/11/2021, the candidate receives a second notification email
• 30 days before the deletion date, on 01/12/2021, the candidate receives a third and last notification email
• On 12/31/2021 the CV is deleted from the backoffice. If, however, the candidate resends their application by clicking on the link provided in the notification emails, the CV will be resent to the database and the data retention count will start again from that date