This guide will provide an overview of the Data Protection Dashboard and Data Retention settings in iRecruit.
 

Contents

• Introduction
• Data Protection Dashboard
• Data Retention settings

Introduction

Ciphr iRecruit includes functionality to anonymise applicant data and delete applicant documents, supporting compliance with GDPR. This guide provides an overview of these features

Data Protection Dashboard

In order to access the Data Protection Dashboard:

• Login to your Ciphr iRecruit Admin Portal
• Click Data Protection Dashboard (If you do not have this option please contact Ciphr Customer Care who can provide access)

Within the Data Protection Dashboard, you can view all candidates stored in the database. Each record is colour-coded based on its data retention status. If a record displays only a reference number instead of a candidate name, this indicates the data has been anonymised and associated documents have been removed.

You can use the search bar at the top of the screen to locate individual candidate records or apply filters.

Each candidate record includes options to Anonymise or Delete the record manually. It is recommended to anonymise rather than delete records to preserve data for retrospective reporting.

Data Retention settings

In order to check the settings for data retention within your Ciphr iRecruit system:

• Login to your Ciphr iRecruit Admin Portal
• Click the Stream Name (this will be the name of your company or organisation)
• Here you will have a number of tiles, click General Details and then Housekeeping Rules (If you do not have this option please contact Ciphr Customer Care who can provide access)

• Max number of days to preserve candidate documents
  Specifies how long candidate documents are retained. After this period, documents will be removed
• Data retention period (weeks)
  Defines how long candidate data is retained before being anonymised
• Data removal warning: First notice (weeks)
  The number of weeks before the data retention deadline when the first notification email is sent to the candidate
• Data removal warning: Second notice (weeks)
  The number of weeks before the data retention deadline when the second notification email is sent to the candidate
• Email Address
  The email address from which data removal notifications are sent

Note: If any of the settings are changed, be sure to update the associated Stream Specific Emails, First Housekeeping Email, and Second Housekeeping Email accordingly. For guidance, please refer to the Communications in iRecruit guide.