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What GDPR settings need to be configured in your ATS? ⚙️ 📄

Table of contents

The General Data Protection Regulation (GDPR) applies to all organizations handling personal data within the European area. Since recruitment is directly impacted by this regulation, here is a comprehensive guide to ensure your compliance with Welcome to the Jungle Solutions ATS

🔒 Understanding GDPR Challenges in Recruitment

The GDPR defines three main types of actors in the recruitment process:

  • The data subject: the candidate who provides their personal data
  • The data controller: your company, which determines how the collected data is used
  • The data processor: Welcome to the Jungle, which collects and manages data on your behalf

Key Principles to Follow:

  • Clear purpose: clearly inform candidates about how their data will be used
  • Relevant data: collect only the data that is strictly necessary
  • Retention period: keep the data only as long as needed
  • Data subject rights: allow candidates to access, rectify, or delete their data

📞 Setting Up Your GDPR Contacts

Entering Your DPO Details

The Data Protection Officer (DPO) is responsible for ensuring your GDPR compliance. To add their contact details:

  1. Go to the "Legal & Compliance" section in the Settings tab of the WttJ Solutions ATS
  2. Click "Edit" in the "Your Data Protection Officer (DPO)" section
  3. Add the full contact details: name, address, phone number, and email

⚠️ Important: If applicable, the appointment of a DPO must be reported to the CNIL.

Designate Your EU Representative (if applicable)

This field only applies if your company is not established in the European Union but processes data of individuals located in the EU:

Your EU Representative must:

  • Act on your behalf with supervisory authorities
  • Be expressly appointed by a written mandate
  • Have full contact details provided in the ATS

📄 Accessing Your GDPR Contractual Documents

The DPA

If you have a subscription with a company profile, the DPA is attached to your signed quote.

However, if your company uses only the ATS without a Welcome to the Jungle subscription, the DPA is available in the "Legal & Compliance" section:

Other Documents

You can also find links to our updated Terms of Use and Privacy Policy, accessible at any time on our website:

  • Terms of Use: available at https://www.welcometothejungle.com/en/pages/terms
  • Privacy Policy: available at https://www.welcometothejungle.com/en/pages/privacy-policy

❓ FAQ - Frequently Asked Questions

Q: Who is the DPO of Welcome to the Jungle? A: The full contact details of our DPO are available directly in your interface in the ATS.

Q: How long can I keep candidate data? A: The default retention period is 2 years, but you can set a longer period depending on your needs, provided you respect the principle of proportionality.

Q: How can a candidate exercise their GDPR rights? A: Candidates can request access, rectification, or deletion of their data directly from their Candidate Space.

Q: Where can I consult the list of subprocessors? A: To obtain this list and to know where recruitment data is stored, please contact us via the support widget.

Q: Is the DPA mandatory? A: Yes, the DPA (Data Processing Agreement) is mandatory. If you have a subscription with Welcome to the Jungle, it is attached to the signed quote at the start of your contract.