To comply with GDPR (General Data Protection Regulation) obligations, and for the purpose of honouring a request for an applicant / candidate to be forgotten from Access Recruitment CRM, please follow the steps below:
Global Settings
To set up the Global Settings:
Click Options
Click System Settings
Click System Owner
Select the Global Settings tab
Time Frame for Processing Deletion Requests
Configure the number of days before the request to be forgotten is processed. This allows shifts, placements, and timesheets in flight to be processed prior to applicant personal data deletion.
Configuration of the number of days also allows a grace period in the event of an incorrect applicant record having been selected or if the applicant requests to not be forgotten.
RTBF Deletion Retries
Configure the number of retries a failed applicant removal is attempted.
In case of error during the processing of an applicant's profile for deletion, the number of retries prior to the issue being reported to support can be set.
Request to be Forgotten – by an Applicant
A consultant with the permission of 'Permission to process right to be forgotten request' on their role will see an enabled button of 'Right to be Forgotten' under the Applicants list menu option.
Search and locate the applicant, ensuring it is the required and correct applicant e.g., especially where the names are the same!
Click on the 'Right to be Forgotten' icon on the top menu list Under Action.
At this point, multiple validations are carried out to check the state of the applicant and the applicant's shift/placement/timesheet details.
If there are any reasons that would prevent a clean removal of the applicant's data, a message box will be displayed, listing all the reasons.
Some of the reasons will prevent the applicant from being processed until they are resolved, prior to a retry of 'Right to be Forgotten'.
Other reasons are only warnings and will allow the applicant to be processed, providing the ones that prevent progress are resolved.
Once all reasons that require to be cleared have been cleared, a retry of the validation will display the following message box, with 'Yes' and 'No' buttons.
If 'No' is clicked, you are navigated back to the applicant's profile, the request is not carried out.
If 'Yes' is clicked, another pop-up will be displayed, requesting confirmation of the action:
A 'Reason' must be selected from the dropdown of reasons.
The 'Reason Selected' checkbox must be ticked to acknowledge the correct reason has been selected.
Clicking the 'x' button from the top right of the pop-up will abort this process.
Clicking the 'Delete' button will:
hide the applicant's profile from the applicant's list.
hide the applicant's profile from applicant searches.
place the applicant's profile into a 'deletion queue' (see 'Reinstate Applicant')
📌 Note:
All timesheets for an applicant that has requested to be forgotten will be locked from edit. This preserves the history and prevents amendments after the deletion of personal data has been processed.
All placements for an applicant that has requested to be forgotten will be locked from edit. This preserves the history and prevents amendments after the deletion of personal data has been processed.
The new Placement Manager screen will filter out all active placements for an applicant that has requested to be forgotten.
This ensures that those placements are not incorrectly processed, so meeting GDPR obligations.
Reinstate Applicant
If an applicant's request to be forgotten has yet to be processed (due to the number of days setting in 'global settings'), the profile can be reinstated back to its original state.
A consultant with the permission of “Permission to process right to be forgotten request” on their role will see an option of 'RTBF Reinstate records' under their 'My Actions' menu option.
Clicking option “RTBF Reinstate records” will display a list of all applicants who are currently waiting to be processed for deletion.
The date of when each profile was requested for deletion is shown in column 'RTBF_request_date'.
The date of when the profile will be deleted/anonymised is shown in column 'Anonymisation_date'.
There is a 3-dot menu against each applicant line.
Clicking on a 3-dot menu will offer an option of 'Reinstate' for that applicant.
Clicking on 'Reinstate' will display a pop-up to confirm this action.
If 'No' is selected, the reinstate action is abandoned and you are navigated back to the list of applicants.
If 'Yes' is selected, this will:
reinstate the applicant's profile to the list of applicants.
reinstate the applicant's profile to applicant searches.
remove the applicant's profile from the 'deletion queue'.
The final pop-up will allow direct access to the applicant's profile to view or to edit the details. This will navigate away from the 'Reinstate' option.
Clicking the 'Close' button on this final pop-up will refresh the list of applicants waiting to be processed for deletion.
📌 Note: You can find further information about exactly what is done to the various fields.