How to add agreements, i.e. ensure compliance with GDPR?

Depending on the needs within the organization, it is possible to add agreements with company-specific content. The agreement look like this for the candidate:

By clicking on the blue underlined text (title of the agreement), a new window will open with the text of the content of the agreement.

In order to add more agreements to that list, you need to do the following:

1. Click on your name in the top menu bar and select "Settings"

2. Select "Agreements" from the left menu and press the ADD NEW AGREEMENT button

3. Name the agreement. The name of the agreement is unique and helps to distinguish them from each other (in case you have created several agreements).

NB! The name of the agreement is displayed on the application form, through which persons apply for the job - give the agreement an informative and understandable name.

4. Add a title and content to the agreement. In the content box, it is possible to describe all the details of the agreement.

5. Add a comment - in order to save the agreement, a comment must also be added to it.

With the help of comments, it is possible to manage versions of agreements, to describe, for example, which information has been added/changed/deleted. Each version has a comment, date and time (when it was created or modified), and the username who made it. The comments are internal to the organization, they are not visible to the candidate.

Recrur stores all saved versions in the system. VERSION HISTORY becomes visible after the first version of consent is created.

6 a) Making agreement active - all agreements can be marked as active/inactive from the button. If the "ACTIVE" button is green, the agreement is active. When inactive, the button appears gray.

b) Mandatory agreement - in order to make a specific agreement on the application form mandatory, make the "MANDATORY" button active (green). Mandatory here means that it is mandatory for the candidate to agree to this particular agreement while applying for the job. If mandatory is turned off, giving agreement is voluntary and the candidate can apply without giving agreement.

c) Consent to be held in talent pool - to ask the candidate for consent to store candidates data in the talent bank for further job offers. If this consent is turned on, you can no longer turn it off! The Talent bank consent must be separate from other consents if you use multiple consents.

7. Select the agreement language. When creating agreement, you must specify the language in which it will be created. To do this, a suitable language must be selected from the "Select language" drop-down menu - it also becomes the default language in the case of a specific consent. Later, it is possible to add texts in other languages to the agreement and set another language as the default value.

8. Add a new language

Agreement texts can be created in Estonian, English, Finnish, Latvian, Lithuanian and Russian.

a. The language in which agreement is shown on the Recrur application form depends on the language in which the application form is created. For example: If you set the language of the application form to English, the agreement in English will be automatically displayed on the application form.

b. In the event that no agreement has been created in such a language (e.g. in the previous example, the text of the consent in English does not exist), the application form will display the version of the consent in the default language.

9. Define client-specific agreement

If you recruit for different clients that also have different GDPR requirements, it is possible to create client-specific agreement(see image below). If agreement is created as client-specific, this agreement will only be shown and required of candidates on application forms created for that specific client.

10. To save the agreement, press the CREATE INITIAL AGREEMENT button (if you change the existing consent, press SAVE NEW VERSION.

All agreements given by the candidate are visible in the candidate's profile view, on the AGREEMENT page: