How to ask candidates for an extension of agreement?

If the candidates have been in the system for a certain time (the time depends on the needs and agreements within your organization), in accordance with the GDPR, they should either be deleted from the system or asked to extend their consent (that they agree that you keep their data).

For this, do the following steps:

1. If you don't have one yet, create a separate consent for the GDPR extension (you can find instructions for adding consents here)

2. Create an email template to request a GDPR extension

3. Filter out candidates who should be removed from the system or who should be sent an extension of consent letter.

So you should find out which candidates have been in the system for too long (e.g. longer than 1 year). To do this, you need to go to the "Candidates" view and filter out the candidates who meet the conditions you need.

There is a "Filter" button in the Candidates view, and through it you can set the necessary filters:

1. Consent - not given/has been given - this means that all candidates who have never given any consent can be received. Such candidates can be those who have been manually added to the Recrur system by recruiters. If the candidate applies himself, through the application form or job portal, he always has some kind of consent.

2. (Consent) Last given more than... X months ago - this way you can filter out candidates who have given their consent more than X months ago (the number of months can be selected or set manually)

If you press the "Select all" button here (after adding filters!) - the system will select all candidates and you can proceed with them. If you wish, you can mark all the candidates manually.

If all (or some) are selected (marked as active), the list of candidates will appear with the "Action" button

From there you have to select "Ask to DPA renewal" and the following view will open:

Here you can (must) choose from the list:

- agreement, which the candidate should confirm again. This list displays all agreements created by your company (SETTINGS -> AGREEMENTS). Choose here a agreement that is suitable for extension (either universal enough or specially designed for this). It is this consent link that will be included in <DPA_LINK> in the e-mail.

- e-mail template - only such templates are displayed in this list with the note "GDPR template" next to them. And the rest of the recipient's/sender's information. Make sure that <DPA_LINK> is present in the e-mail so that the system can replace the consent extension link there.

When everything is ready, press the "Send" button - a letter will be sent to the selected candidate/candidates with an extension of consent. For example, the letter looks like this:

When the candidate opens this link, a basically similar view will open to her/him as on the application form - she/he has to enter her/his first and last name and contact details. If she/he submits it, a new consent will appear on her/his profile in Recrur: