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GDPR - Remaining Compliant

Having gone through various exercises to clean and purge your database of old, obsolete data, and the obtain marketing consent for the remaining people, you will want o make sure that you remain compliant. This article will list some of the things you may wish to think about moving forwards.


Default Candidate Status for NEW records.

When you add candidates to the database, which Status do you want them to initially have ? It may be a good idea to set a status which indicates that the candidates is "Pre-GDPR", i.e. has not yet given their consent and requires a communication to ask them whether it is OK to retain their data and communicate with them.

You can set the default Status in the following way:

i) Login as a suitable high priority user (e.g. ADM)
ii) Go to Maintenance > Setup > Parameters, Choose File > open and select the parameter set RECC, Text (19) and set the Default New Candidate status.


(Tip: You can see which Statuses have been setup from Maintenance > Setup > Code Tables. Select system area as C - Contact Management, and choose code table Candidate Status [911].  (An example is shown below -> The status "RAW" was set as the default.)

Any unwanted/unused statuses in this code table can be hidden by prefixing the description with <HIDE>.  e.g. IMPD - <HIDE>Imported


Setting a default Welcome email for new Candidates

You can set the system up so that whenever a new candidate CV is dragged/dropped into the database a new email journal is automatically suggested.

This can be done in the following way;

i) Login as a suitable high priority user (e.g. ADM)
ii) Go to Maintenance > Setup > Parameters, then choose File > Open and select the parameter set RECC, Text (19) and set the Default New Candidate status.

(Tip: You may wish to see which call types already exist, or add a new one. This can easily be done from Maintenance > Setup > Code Tables. Select system area as C - Contact Management, then choose code table Call Types [019] .)


Recording Candidate Data Receipt and Review date

When adding new candidates to the database you may want to record  How you received the data and set a Review Date for when you will want to review their consent and contact them to see if they wish to remain on your database.


Having added a candidate to the database, the Data Protection Manager (Padlock) will allow you to easily record the data source and review date.

Method: Use the drop-down to select the method in which the data was received.

When: Set the date when the data was received (Click 'Use creation Date' to set this automatically).

Review: Set the review date, or click the [Set] button to set it automatically.
(Tip: You can specify how many years' ahead the system will set this to using the Parameter GDPR, Integer(2).) - See below.

As well as recording the data receipt method in the Data Protection Manager (Padlock) you may also want to make sure that users set the Enquiry Source for the candidate. This field can be made Mandatory if you wish.


Searching by Review Date

Having set the review date for candidates, in future it will be easy to find records based upon this. From the [Candidates] workbench it is possible (After ver. 1.00.18.118) to set the Date Type to Data Protection Review  (see below). 

Having found all the candidates that require review during the chosen period, they can easily be added to a GROUP, or sent an email using the Macro button at the top of the workbench.


If you add candidates to a GROUP, it is really easy to set their Status back to an "Un-reviewed" Value, and then you can move them back to LIVE as/when they re-confirm their consent.  (See below)

For more information about using Groups to update Status or values, see HERE.




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  1. Graeme Orchard

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