iRecruit

Step-by-step guide

This guide explains iRecruit functionality to support diversity monitoring and data protection compliance.

Contents

• Introduction
• Blind Shortlisting
• Configurable Data Visibility
• Automated Compliance and Audit Trail
• GDPR Compliance Functionality

Introduction

iRecruit offers robust functionality to support Equality, Diversity, and Inclusion (ED&I) compliance, including the ability to hide personal details to ensure a fair and unbiased recruitment by restricting access to specific applicant details.

Blind Shortlisting

• iRecruit can automatically remove personal identifying information (e.g. names, date of birth, gender, and race) from applications before they are presented to hiring managers.
• This ensures that shortlisting decisions are based purely on skills, experience, and qualifications, reducing unconscious bias.
• iRecruit does not have the ability to anonymise documents uploaded as part of the application process for example a CV or Cover letter.

Configurable Data Visibility

• Administrators can configure which group(s) of users, or individual users are able to view applicant ‘Personal Details’ based upon on role permissions.

• Protected Characteristics that form EDI data is held as ‘Sensitive Information’, which allows only users who have ‘Superuser’ permissions to be able to view or report on this data.

Hiring managers can be restricted from viewing personal details and ED&I data, while superusers retain full access for compliance and reporting purposes.

Automated Compliance & Audit Trail

• The system logs all actions taken during the recruitment process, ensuring full transparency and accountability.
• Reports can be generated to demonstrate adherence to fair hiring practices and compliance with ED&I policies.

By utilising this functionality, iRecruit helps organisations create a fair, inclusive, and compliant recruitment process.

GDPR Compliance Functionality 

iRecruit is designed to support General Data Protection Regulation (GDPR) compliance by ensuring the secure handling of candidate data throughout the recruitment process. It provides automated data protection, configurable retention policies, and secure access controls to help organisations meet legal obligations.

1. Data Security & Access Control

• Role-based permissions restrict access to candidate data, ensuring that only authorised users can view or process applications.
• Sensitive personal information (e.g., date of birth, gender, ethnicity) can be hidden from hiring managers to reduce bias and improve compliance.
• Secure authentication measures help protect against unauthorised access.

2. Candidate Consent Management

• Applicants must explicitly provide consent before submitting their data, ensuring compliance with GDPR’s lawful processing requirements.
• Customisable privacy policies and terms of use allow organisations to clearly communicate how applicant data will be used and stored.

3. Data Retention & Automated Anonymisation

• The system allows organisations to configure data retention periods to comply with GDPR requirements.
• Candidate data can be automatically anonymised after a predefined period, reducing the risk of holding unnecessary personal information.
• Candidate documents, such as a CV or Cover Letter can be automatically deleted after a predefined period, reducing the risk of holding unnecessary personal information.

4. Candidate Data Access & Portability

• Applicants have the right to request access to their data (Subject Access Requests - SARs) through the system.
• iRecruit allows candidates to download their application data in a structured PDF format, ensuring compliance with GDPR’s data portability requirements.

5. Right to Be Forgotten (Data Erasure Requests)

• Candidates can request full deletion of their personal data, which can be processed through the system.
• iRecruit ensures that erased data and documents are permanently removed from the system, preventing unauthorised retention.

6. Audit Trails & Compliance Reporting

• The system maintains detailed audit logs, tracking all actions taken on candidate data for compliance purposes.
• Organisations can generate reports to demonstrate adherence to GDPR requirements during audits or internal reviews.

By integrating these GDPR-compliant features, iRecruit helps organisations manage recruitment data securely, ensuring transparency, compliance, and respect for candidate privacy rights.