On the 25th of May 2018 data protection is changing. The General Data Protection Regulations (GDPR) aim to solidify and unify protections for individuals across the EU and will introduce some new processes into the recruitment lifecycle.
The majority of the GDPR is handled procedurally and can be individual to your business (timeframes for retaining data, for example) and so we recommend speaking to your legal advisors to help prepare. Whilst this article does not provide any legal advice on how to manage GDPR MatchMaker 12 does have tools in place for performing common tasks and combined with the tips in this article should help you prepare for the 25th;
- Data Subject Access Requests and Portability.
Individuals have the right to request access to their information. Whilst you have a month to comply MatchMaker 12 can export any/all information in a candidate record into single file in a couple of clicks. Permissions to do should can be limited to your Data Protection Officers.
- Supplying and recording Terms
Our new mailmerge capabilities make sending templated, customisable emails easier than ever and MatchMaker 12’s automated registration email ensures your candidates have copies of your terms and policies as soon as they register.
- Managing Consent.
Tracking consent in MatchMaker 12 is done on a new, dedicated GDPR tab in a Candidates record. A set of eight tickboxes are used to opt in and out of data and contact permissions whilst pre-programmed logic behind them can limit functionality of the record to match – if they do not consent to their CV being sent, the software will not allow it, for example. With our new backstage import we can even import consent from your website when importing a CV.
- Amendment and Erasure.
Amendment of information is MatchMaker 12 is as easy as ever but using Epsilon and Auriga in conjunction you can give control of that information back to the candidate. Any changes they make on their internet portals or candidate apps are updated in MatchMaker in real-time, insuring you are always up to date.
Deleting a record in MatchMaker is still available only to those who are given permission but MatchMaker 12 also features a way to “blank” a record without excessive destruction of data, allowing you to comply with the regulations without the need to hamstring your database.
Permissions in MatchMaker can be used to prevent access to “archived” records, deletion of records, export of information, changing of status and many other CRM functions. With MatchMaker 12, User Access Licenced clients can also implement two-factor authentication to further secure access to their most valuable asset.
- Auditing your processes.
The contact log, diary, dedicated search assistants, improved KPI tracking and reporting in MatchMaker 12 make it easier than ever to track use of information across your database. In particular it is worth visiting the audit trail and missing data check screen which together include GDPR exports, deletions, consultant permission changes, edits to bank details.
For more information on how MatchMaker can help with your GDPR processes please give us a call on +44(0)121 475 6444 or contact us here.