GDPR update 2022 - Informing applicants about their resume retention in Welcome to the Jungle Solutions ATS
Table of contents
You would like to know how to notify your applicants that you plan to keep their resume in your CV library?
This article is for you!
💫 What's new?
We have modified the standard job application processing email template to allow the recruiter to inform the candidate that their resume will be stored in their WTTJ Solutions ATS library for 2 years (this period can be set from your "Legal & Compliance" section in the Welcome to the Jungle Solutions ATS). This change allows the recruiter to contact the candidates again in case of a new opportunity, unless they refuse.
If you have customized your job application processing emails, we recommend that you adjust them to clearly inform your candidates of your intention to retain their personal data beyond the processing of their application in order to comply with your GDPR obligations.
🔎 Changes in detail
Standard candidate response emails (acknowledgement of receipt, negative response at the end of the recruitment process, reminder email at the end of the initial resume retention period) have been updated to include clear information for the candidate on:
(i) The duration of the resume's retention by the recruiter, set by default at 2 years (can be set from your "Legal & Compliance" center in the Welcome to the Jungle Solutions ATS), and
(ii) Candidate's right to refuse to have his data retained by sending an email.
✒️ How to modify your emails ?🤔
If you already used the standard email templates
Since they are automatically updated, you have nothing to do!
If you have customized email templates
We recommend you to include the following informations in your emails:
- Mention to be added in your application acknowledgement email:
"Furthermore, in the event that we do not retain your application, we offer to keep your resume for [2 years] in our CV library in order to contact you again if we open a position corresponding to your profile. If you do not agree, you can inform us by replying to this email".
- Mention to be added in your application rejection email:
"Furthermore, we offer to keep your resume for  years in our CV library in order to contact you again if we open a position corresponding to your profile. If you do not agree, you can inform us by replying to this email".
- Mention to be added in your reminder email, 2 months before the end of the initial retention period of the resume
Remember to specify to the candidate:
(iii) The additional period of time you would like to keep their CV, and
(iv) That if they do not reply, you will delete their CV at the end of the initial retention period.
🆘 If you have any further questions, you can contact us on this form