Available for the following plans: Lite, Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR Classic plans: Platinum
Available for the following user access level: Admin
The Data Retention module helps you maintain the privacy of your candidate data by allowing you to easily review candidate information and hide personal details of unsuccessful applicants. This ensures adherence to data retention policies and safeguards against privacy concerns.
Using the Data Retention dashboard
Hide personal details of unsuccessful candidates
- Log into Employment Hero.
- Click the Recruitment menu.
- Click the Recruitment tab.
- Click the Data Retention tab.
- Use the checkboxes to select the candidates you want to anonymise. Alternatively you can use the checkbox in the table header to select all candidates.
- Click Anonymise candidate(s).
- Confirm that you understand anonymisation cannot be reversed.
- Click Proceed.
View the candidate data table
- Log into Employment Hero.
- Click the Recruitment menu.
- Click the Recruitment tab.
- Click the Data Retention tab.
- Scroll down to the table.
- You can:
- use the filters to find the relevant candidate.
- search for a candidate using the search bar.
- reset the filters using the reset button.
Further information
Configure how candidate data should be handled over time
You can change your recruitment settings to configure how canidate data is handled over time. You can choose to anonymise candidate data automatically and then choose when this data is anonymised.
- Click the Settings menu, then Recruitment settings.
- Click the Data Privacy Management drop down. You may need to click the drop down arrow at the end of the list to see all options.
- Under Anonymise Data Automatically, click Yes.
- Enter the number of months after which candidate data should be anonymised.
- Click Save.
What does an anonymised candidate profile look like?
Once you have anonymised a candidate's profile, their personal details, such as their name, contact information and documents will not appear. Instead their profile will only show information that cannot identify them. An example is below:
Who has access to the Data Retention dashboard?
Admins and owners have full access to the data retention dashboard and can configure all settings. Additionally, hiring managers and users with the Recruitment CSS role can also view the dashboard. However, hiring managers will only see candidates associated with the jobs they are assigned to as a hiring manager. To change CSS settings, see this article.
Explore related content
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- Manage your organisation's open recruitment roles This feature allows you to post job openings to a job board and manage the applicants that apply.