Candidates have the right to be forgotten (request for erasure). Accordingly, both your candidates and yourself have the opportunity to initiate the process. All details about data processing in onlyfy Application Manager can be found in the article of the same name here.

Requesting your right to erasure as a candidate

Candidates can request deletion in their own profile by clicking on their name in the upper right corner (1), selecting "Settings" in the list (2), going to the bottom to "Delete account" (3) and clicking on the "Request deletion" button (4).

The period mentioned in the text depends on the "Timeframe for application related data retention" you have set – 6 month is only exemplary here. This text can be customized.

In the following dialog, the candidate is again reminded of the deadline until final erasure. Here, too, the date of final erasure is calculated from the "Timeframe for application related data retention" specified by you and begins with the submission of the application.

Receipt of the request for erasure is displayed in settings after confirmation.

Requesting your right to erasure as a recruiter

You can submit the request for erasure in the candidate’s profile at the candidate's request. You will find a button for this at the end of the candidate’s profile.

After requesting erasure, you must confirm this request and can also provide a reason for your choice. Like with the candidate, the deadline depends on the settings of the "Timeframe for application related data retention".

Effects of the request for erasure

Implications for the candidate

The candidate will not receive any automated messages from the system during this period, such as job newsletters, mass emails or messages sent due to automated workflows.

The candidate will also not be able to apply for another position with your companies while the request for erasure is still in effect. The following information is displayed once the candidate clicks the "Apply Now" button: "You can no longer apply to any open position as you requested your data to be removed."

Implications for the recruiter

You cannot send the candidate any questionnaires, invitations to assessments or invitations to extended data storage (talent pool). You also cannot assign the candidate to new jobs.

However, you can send candidates a manual message, so that in case of any clarifications regarding the request for erasure, you can send them in a well-documented manner. You will, however, be informed once the candidate has initiated the request for erasure.

Please note that candidates are no longer displayed in the regular candidate list. In the candidate list, however, you can use a special filter to display the candidates who have requested for their data to be erased. To do this, click on the "More" button (1) and activate the "Only candidates in the data erasure process" filter (2).

Final automatic erasure

After the deadline expires, the candidate's personal data will be automatically erased. The candidate will optionally receive an email notification (text can be customized).

Withdrawing the request for erasure

The request for erasure can be revoked by both the candidate and the recruiter.

As a candidate: Withdrawing the request for erasure

Candidates can withdraw their request for erasure in their own user profile (1) in the "Settings" (2) at the very bottom of the page under "Remove account" (3) by clicking on the "Revoke data erasure" button (4):

Once this withdrawal has been confirmed, the candidate can actively participate in job application processes again.

The candidate can receive a confirmation email once you have activated this setting (see above). Furthermore, this process will be recorded in the activity log and also, if activated, a notification will be sent out to all recruiters.

As a recruiter: withdrawing the request for erasure on behalf of the candidate

At the candidate's request, the deletion request can also be revoked within the deadline.  This option is available directly at the top of the candidate's profile.

The candidate can participate in the application process again after confirming the revocation (optionally with a reason).

The candidate can receive a confirmation email once you have activated this setting (see above). Furthermore, this process will be recorded in the activity log and also, if activated, a notification will be sent out to all recruiters.

Communication in the context of the request for erasure

Activity log

The request for erasure is recorded in the activity log. The activity log shows the person who requested for erasure and, if the person was a recruiter, the optional reason given. It is also recorded if the request for erasure has been withdrawn.

Confirmation email

The content of the emails to the candidates can be freely defined at "Settings" (1) > "Messaging" (2) > "Notifications to applicants" (3). There you can also deactivate the notifications (4).

For example, the candidate will receive the following confirmation email upon their request for erasure. The content corresponds to the default text.

Notification to the recruiter

You can also receive a notification if you request and equally withdraw your request for erasure. To do so, go to "My Profile" (1) > "Notifications" (2) > "GDPR" (3).

This way all recruiters who have access to the candidate can be notified.