Blog: GDPR and Carerix

GDPR, by now this has become a standard part of our work process. As a recruitment- agency or department it is especially important to take into account the rules around the GDPR.
Although the GDPR has become an important part of our work we do not want to spend too much time on this. We want to focus on finding candidates that fit our vacancies. In this article we will briefly explain what the GDPR exactly entails and how Carerix can help you simplify and automate certain processes. 

What is GDPR?

The GDPR is a European privacy regulation. It ensures the careful processing of personal data by businesses and organizations. For instance, you must have a good reason to process personal data. And you are not allowed to gather and use more data than is absolutely necessary. These rules apply across the EU/EEA. GDPR stands for General Data Protection Regulation, but in the Netherlands, the GDPR is referred to as the AVG or Algemene Verordening Gegevensbescherming. The GDPR came into force on 25 May 2018. Protecting personal data.The GDPR is a set of rules that helps to better protect everybody’s right to privacy. The GDPR forces entrepreneurs to handle personal data carefully, whether they be the data of clients, personnel or others. Businesses must be able to prove they abide by the GDPR.

Examples of personal data:

• Names and addresses
• Telephone numbers and postal codes
• Sensitive data, f.i. someone’s race, sexual orientation, religion, or health
• Special or criminal personal data, unless an exception has been made for you in the law.

GDPR and Carerix

As Carerix is the source for your personal data we want to help you keep your system as compliant as possible. It is important to know that you can never fully automate the whole process around data protection. There will always be an element where you have the responsibility to check and clean up your data when there is no permission given to keep it. 

Of course Carerix has created an extensive set of features to make it as easy as possible to comply with all GDPR rules. 

Terms
Different organizations, different processes and different terms apply. To further align your GDPR process(es) in Carerix, it is possible to adjust the terms in Carerix. Carerix has created a set of standard terms and variants of “legal grounds ” to be able to monitor who has or has not given approval for the retention of his or her data and you can immediately determine the term for the expiry of the legal ground. 

Terms of legal grounds are adjustable within Carerix.

GDPR proces automated by triggers
Do you want to automatically send a reminder to a colleague or directly to the candidate?  Do you want to adjust the legal ground automatically based on an action such as ‘Start Placement’ or ‘Change The Candidate Status’? With triggers you can organise your process.

Triggers make the entire process surrounding the request for permission and the renewal of permission much simpler. Triggers can also be used to simplify the control aspect of your GDPR process.
Examples of triggers:
If event:
“GDPR: Legal ground date has passed since…”
“GDPR: Legal ground date candidate expires over…
“GDPR: Candidate’s legal ground is set to…”

Actions:
“GDPR: Term legal ground candidate is set to…”
“GDPR: Candidate’s legal ground is set to…”
“GDPR: Candidate legal ground date is set to current date (today)”

Personal Data without legal grounds, what now?

When you have candidates or contacts in your database who have not given their consent, it is important to remove them from your system. When you remove candidates and contacts, all activity around the person also disappears. In your Carerix system, it is possible to keep this data, but remove all other data that can be traced back to the person. In Carerix this is called: Anonymise. 

Monitoring

By automating the consent flow you can also simplify monitoring, build in a trigger that notifies you or your colleague to take action, build a filter and review it weekly to keep your data clean or make sure that when you move candidates or contacts to the archive they are automatically anonymised. 

Need help?
If you need help with setting up triggers or other processes regarding the GDPR, please feel free to contact us at customersuccess@carerix.com.