Overview
This article provides an overview of Data Privacy Compliance (GDPR, CCPA, and others) and instructions on using Re-engagement Rules to delete candidates in Evolve Recruitment Marketing (RM) to support your compliance initiatives.
NOTE: Before proceeding, Evolve does not give legal advice. This article pertains to compliance and data functionality only in the Evolve RM platform. We advise contacting your organization's legal counsel for any questions related to compliance and data handling practices.
Audience
All users
What is GDPR
GDPR impacts companies that have established themselves in the EU and vendors that provide services to companies in the EU.
GDPR identifies and governs three stakeholders: Data Controller, Data Processor, and Data Subject.
- According to the regulation, a Data Controller is the organization or individual to whom the data is submitted; Evolve RM customers are data controllers. Since the customer (You) requires the personal data of the applicant, contact, or new hire to evaluate and make hiring decisions or onboard a new hire, they are the Data Controller. The Data Controller (You) is legally responsible for meeting GDPR requirements.
- The Data Processor is the entity that accepts instructions from the data controller related to the actions the controller wants to take concerning their data. In this case, that would be Evolve RM, which collects the applicant, contact, or new hire data for the customer as part of the solutions we offer and processes the data on behalf of the customer. Evolve RM is a data processor for its customers.
- A Data Subject is a living human to whom personal data relates or identifies. In this case, that is the applicant, contact, or new hire in the EU who, by law, now has enhanced rights under GDPR.
Evolve RM’s Responsibility
Evolve RM provides compliance features and functionality, but it is still the responsibility of the company’s Data Controller to be compliant.
Evolve RM’s role as a Data Processor includes:
- Maintaining clear documentation of data security measures, data protection policies, and procedures.
- Provide a Standard Data Privacy Agreement (DPA) as part of your contract with Evolve RM.
- Provide a record of all candidate data collected, identify the data flows, and document them.
- Provide all the information required to demonstrate GDPR compliance, including Article 30 Reports.
- Conduct a GDPR review of our third-party vendors and partners.
GDPR Requirements
GDPR requires obtaining unambiguous consent from your applicant, contact, or new hire by providing greater transparency to individuals about the data you are collecting and how it will be used, how long it will be kept in your database, and recording the consent.
For example, during the Apply process, you must state the purpose and have them explicitly express an action, such as clicking an I agree button and providing consent.
It also requires that you delete them from your database or give them an option or access to edit/correct their information when requested. GDPR also requires maintaining records of all processing activities to demonstrate compliance if/when the EU Data Protection Authority conducts an audit. It also requires you to clearly document your data protection and processing methods.
Re-engagement Automation
Enterprise customers now require more complex data management rules due to GDPR and other data privacy regulations worldwide. The Evolve RM Re-engagement feature allows you to locate candidates who have been idle for a certain period (based on your company’s data retention policies), then invite them to continue engaging with the company by updating their Evolve RM profile and deleting those who chose not to re-engage.
An automated Re-engagement run is based on the rule created by a Services user. The rules are based on a regular saved search (or, in some cases, a custom script) with the criteria required to locate candidates who are not engaged. When a Re-engagement rule is created, the saved search used for that rule is turned into a special auto search that will run based on the schedule defined in the rule. A folder is created automatically and linked to that Re-Engagement auto-search. In addition, the rule includes the setup of an auto-email that is automatically created in the auto-search folder. That email will be sent out to all candidates found by the re-engagement search. Typically, the email must include a Call to Action (CTA) on re-engaging with the company (Join Talent Network, Update subscription on the Candidate Portal, etc.). After that, the countdown starts for the candidates to re-engage. The Re-engagement Rule has a setting for how many days the system will wait for their re-engagement before deleting their record.
When a Re-engagement Rule is created, the name of the corresponding saved search is updated to include the Re-engagement prefix. The folder linked to the Re-engagement Rule is created automatically with the same name as the corresponding saved search.
NOTE: Company Administrators have read-only access to view the Re-engagement Rules existing for the company. Rules can be created by Services Users only on the company’s behalf.
Create a Re-engagement Rule
Follow the steps below to create an automated rule to find candidates who must be checked for re-engagement.
Within Evolve RM, navigate to your user menu, then click Applications.
Select Source, then click Re-Engagement Rules from the dropdown menu.
Click + ADD RULE.
Select the values for the New Re-engagement Rule setup.
Field | Description |
Saved Search | Select a saved search configured to be used for re-engagement. |
Custom Script | Some companies may use custom scripts with search criteria/filters not available from Source UI as an alternative to a saved search. Engineering creates the custom script on the Service Request. |
Auto Email Template |
Select an email template that will be used for the auto-email on the re-engagement folder. NOTE: The templates should not use Job or Career site merge fields; they can have embedded URLs instead. |
From User | Select a user’s name that will appear on the auto-email. |
Campaign | Select a campaign where you want to link your re-engagement email. |
Run Re-engagement Search |
Define a schedule for your re-engagement auto-searches:
|
Delete Candidates who have not re-engaged after 30 days |
Set the number of days (0 to 365) for the emailed candidates to re-engage with your company. Those who don’t re-engage within that number of days will be deleted from the system. The default value is set to 30. 0 is used if the rule does not need to trigger a deletion. In this case, the candidates will be found and added to a folder, and a re-engagement auto-email will be sent. However, these candidates will not be deleted automatically. |
Click Save.
NOTE: Re-engagement rules cannot be edited. Several automated tasks run once the rule is saved, making editing undesirable and complicated. The rule can be deleted, or the run can be paused and resumed.
Re-engagement Searches, Folders, and Auto-emails
Within Evolve RM, navigate to your user menu, then click Applications.
Select Source, then click Re-Engagement Rules from the dropdown menu.
The saved rules are displayed on the Re-engagement Rules page.
The saved search for the Re-engagement Rule gets renamed to include the Re-engagement: prefix.
Example: A search named Old Candidates will be renamed to Re-engagement: Old Candidates. The owner of the Re-engagement search is the owner of the original saved search used for that re-engagement rule. If a Re-engagement Rule is based on a custom script, then the owner of the re-engagement search is the account owner. All active Re-engagement searches are marked with an icon.
Once a Re-engagement Rule has been saved, a target folder with the same name as the Re-engagement search is automatically created. The folder's owner is also the owner of the Re-engagement search.
The Re-engagement Folder automatically receives an auto-email using the values selected for the re-engagement rule. If you’re using Stages in Folders, an auto-email is created for the New Stage.
NOTE: Re-engagement searches, Folders, and Auto-emails are not protected from editing. The searches and folders can be accessed by Company Administrators who have permission to view other users’ searches and folders. It is up to the Company Administrator to ensure that the Re-engagement Searches, Folders, and Auto-emails remain intact while the associated re-engagement rule is active.
Re-engagement searches are built to exclude already processed candidates (i.e., once a candidate has been found by the search and added to the re-engagement folder, they will not be found by the same re-engagement search again).
Candidates found by the Re-engagement search and added to the corresponding folder are being checked daily for the Re-engagement update, which includes:
- A new profile has been added to the candidate
- A new job application has been created from ATS
- Consent is updated to Yes
- The date of existing consent has been updated (i.e., the candidate clicks Update Subscription in MyPortal without changing consent)
If any of the above updates happen to a candidate, that candidate is considered re-engaged and is removed from the Re-engagement Folder.
Those candidates who do not re-engage within the number of days specified in the field in the Re-engagement Rule will be deleted from the system.
Notifications
When a re-engagement search runs, a notification is created for the search owner showing the number of candidates found by the search.
To access notifications within Evolve RM, click the notifications icon.
Example notification:
With the Loud notifications setting in Talent, the same notification will be emailed to the search owner and included in daily digests.
Deactivate Re-engagement Rules
Services Users can pause or delete Re-engagement Rules. This will stop all re-engagement steps (finding candidates, checking them for re-engagement updates, and deleting candidates from the system).
Within Evolve RM, navigate to your user menu, then click Applications.
Select Source, then click Re-Engagement Rules from the dropdown menu.
If you need to pause a Re-engagement Rule, set the toggle off (gray).
The associated saved search and folder will be saved in the system and linked to that rule. You can resume the rule again as needed.
If you make a mistake or no longer need to use specific Re-engagement criteria, click the delete icon to remove that Re-engagement Rule.
This will only delete the Re-engagement Rule. The associated saved search and folder will not be deleted.
All changes made to the re-engagement rules are audited.
Delete Candidate
In addition to the automated mass-delete, users with the delete candidate privilege can manually delete individual records.
Candidates can be deleted from the Summary View on the talent list or the Candidate Menu available from a profile in Evolve RM.
For security reasons, this action is available only on a per-candidate basis; users cannot delete multiple selected candidates.
Summary View
Navigate to the Talent tab, then search for the candidate.
From the candidate search results, click the menu icon.
Click Delete candidate.
Candidate Menu
Navigate to the Talent tab, then search for the candidate.
Click the candidate's name.
Click the menu icon, then select Delete candidate.
Select Delete Candidate.
Confirm the action on the Delete Candidate pop-up by clicking Delete.
NOTE: You can click Cancel to keep the candidate in the system.
Delete candidate actions are audited and tracked in the Recruiter Activity report in Analytics.
NOTE: The Delete Profile action will be recorded for each profile associated with the deleted candidate.