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GDPR and the retention of candidate data
GDPR and the retention of candidate data

Read more about the data protection of candidates

Updated over 3 months ago

Under the General Data Protection Regulation (GDPR), personal data in Europe may only be processed if there is a lawful basis or explicit consent has been given. The individual concerned has the right to access, correct, and even erase their personal data at any time. They may request such actions at any time. You are required to provide access to the personal data you process and, if requested, to adjust or completely delete it.

You may process personal data (grounds under the GDPR):

  • If there is consent from the individual concerned.

  • If there is a contract for which data processing is necessary.

  • If there is a legal obligation that requires data processing.

  • If data processing is necessary for the protection of vital interests.

  • If data processing is necessary for the performance of a task in the public interest or in the exercise of official authority.

  • If data processing is necessary for the pursuit of legitimate interests.

Requesting consent to store data

When applying for a vacancy, the candidate agrees that their data may be stored for a certain period. This is specified in your privacy statement.

In the candidate’s profile, you will see two dates. One is the application date, and the other is the date when the data retention obligation started. When you request consent again, the second date will change to the date when consent was given.

In the candidate profile and the candidate overview, you can request consent from your candidates to store their data for a longer period. This can be done individually or through a bulk action for multiple candidates. A template for this email is available, and you can also add new ones or adjust it yourself. When a candidate has granted this consent, the consent date will be updated in the candidate’s profile.

Candidate/Vacancy Data

When you delete candidates from HROffice, their personal data will no longer be visible in your reports and big data. The data will be anonymized and not completely removed, ensuring no impact on your KPIs, while still complying with GDPR regulations.

Do you have any questions? Feel free to send us a chat message (via the chat option at the bottom right of your screen), or email or call us.

Our contact details are:

Email: [email protected] Phone: +31 23-553 03 59

We are here to help!

Kind regards,
The HROffice Recruitment Team

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