Talent pool

Build a large database of contacts based on your own criteria and maintain relationships with talent.

This section can be found in the Company / ATS section under the Talent Pool tab. Based on your recruitment setup, you will see the different talent categories here. For each category, the number of contacts in that category is displayed in parentheses.

At the same time, you can also add new contacts manually from this section via the Add candidate button.

By clicking on one of the categories, you can view the details of the candidate or click on the three dots next to their name to perform some of the other actions:

• Update candidate
• Create user
• Update categories
• Move to job position
• Delete candidate

GDPR

This feature introduces critical enhancements related to GDPR compliance and Talent Pool (TP) data storage consents. The new features ensure that organizations adhere to strict data privacy regulations while managing candidate data effectively. These updates provide greater transparency and control over candidate information, safeguarding both the company and the candidate's rights.

Key Features:

1. Consent Management:

   • GDPR Compliance:
     • GDPR consent is mandatory for processing candidate data. This consent includes an expiration date, either set by the length of the position or defaulted to one year.
     • Once consent expires or the position closes, candidate data will be automatically anonymized.
   • Talent Pool (TP) Data Storage Consent:
     • Optional consent that allows the storage of candidate data in the Talent Pool for future job openings.
     • Admins can set the expiration date for this consent (up to 60 months) and decide whether to send automatic renewal notifications to candidates.
     • Without this consent, candidates cannot be added to the Talent Pool.

2. Audit Logs:

   • All changes related to consents are recorded in an audit log, ensuring full compliance and traceability. This feature provides clarity and accountability regarding who performed what actions on candidate data.

3. ATS Portal Enhancements:

   • Consent Visibility:
     • Both GDPR and TP storage consents are displayed to candidates when filling out applications through the ATS Portal. GDPR consent is mandatory, while TP storage consent is optional.
   • Candidate Data Management:
     • If GDPR consent is not provided, Admins have restricted access to the candidate's profile and cannot fully manage the candidate's data.
     • Consent documents, if uploaded, are stored in the candidate's Documents section.

4. Candidate Detail Updates:

   • Consent Status Icons:
     • Icons indicate the status of GDPR and TP consents, including whether they are expiring or if the candidate's data has been anonymized.
   • Consent Information:
     • Detailed consent information is displayed in the candidate's profile, including the type of consent, expiration date, and how the consent was obtained.
   • Anonymous Candidate Data:
     • If a candidate's data is anonymized, only limited information is visible (e.g., first name and initial of the last name, source of application, and notes/history).

5. Automatic Anonymization:

   • If consents are not provided or expire, candidate data is automatically anonymized to comply with GDPR requirements. This applies to both newly added and existing candidates.

Notifications:

• Notifications are sent to both Admins and candidates regarding consent status:
  • Consent request reminders and notifications for expiring or expired consents.
  • Confirmation when consent has been granted or data has been removed.

Compatibility:

• The new consent process applies retroactively to all existing candidates. Admins will have 30 days to ensure consents are properly added; otherwise, candidate data will remain anonymized with no option to retroactively add consent.