Candidate data is managed in nCore HR within the Data Retention section which will only be visible to the Master Account by accessing Node > Setup > Advanced Setup.
In the Data Retention box the retention period of candidate data within the environment must be defined, after which it must be renewed or deleted.
Deletion may be automatic or manual. The Keep Data field can be used to determine whether to keep the expired data (Keep application data when expired) and delete it manually or to proceed with automatic deletion (Do not keep application data when expired).
If Keep application data when expired is set, in order to delete the candidates, it will be necessary to access the Applicants section, i.e. the CoreSearch, where it will be possible to filter the applications to be deleted and, by selecting them, to move them to the trash by clicking on the Move to Trash item in the drop-down menu.
Afterwards, from the trash, which can be found in the top left-hand corner of the Applicants section, you can select the candidates again and carry out the "Hard delete" of the data by clicking in the menu the related item.
Returning to the Data Retention section, it is also possible to decide to retain only the data of applications selected via the Cup button in order to keep their history. Alternatively, once they have expired, you can decide to delete them automatically like the data of the other applications:
Also in this section, it is possible to determine whether or not notifications will be sent to candidates to warn them that their data is about to be deleted.
If you want to send the notifications, you will need to define when the system will automatically send the first and second email warning of data deletion (the time refers to how much time before the data expires the system should send the email).
The templates of the first and second warning emails are available and editable under Node > Templates > Candidate experience > Others > GDPR. The messages warn the candidate that the limit for retaining his or her data is expiring and that he or she will have to make a new application in order for the company to be able to retain it for longer.
In the event that the candidate requests the deletion of his or her personal data before the Data Retention deadline, the Delete my data link can be found under Node > Branding > Useful links > "Delete my data" request link. By copying the link and sharing it with the candidate, you will enable the latter to access the page for deletion (preview is available via the Open in a new tab button) where he/she will have to enter his/her email address and, by doing so, the system will automatically delete all his/her data.
The relevant Delete my data link Templates can be edited by always accessing Node > Templates > Candidate experience > Others > Delete my data > Start.
Alternatively, candidate data can be deleted on demand via Core Search. From the Parent Node, it is necessary to: search for the candidate's e-mail, click on Extract results, select the candidate in question, choose Move to Trash from the drop-down menu, click on Trash at the top of the Core Search page and finally select the candidate again and choose Hard delete from the menu.
When a candidate's data is due to expire, a yellow icon appears seven days before the deletion, next to the name in the list of candidates, showing that the candidate is about to be deleted; a red
icon appears if the candidate is already in the process of being deleted (48 hours before).
If the candidate is about to expire and the yellow icon appears, you have the option of sending an email inviting him/her to renew their data, which can be sent once a day for seven days.
To send the email, you must enter the candidate's profile and click the Send Recall button located next to the indication of the expiry date. The same email will also be tracked in the candidate's Timeline where it will also be indicated whether the candidate has confirmed the retention of their data in the system.