Candidate anonymization

The system anonymizes candidate records and related job applications to comply with data privacy regulations.

Based on compliance and regulatory requirements, you can configure the candidate fields to anonymize in an organization.

When you configure candidate anonymization, administrators with thePurgeActionsAdministrator_ST security role can anonymize candidates and related job applications. Administrators can anonymize a candidate only once.

If administrators anonymize a candidate, they cannot recover the data.

Setting up anonymization of candidates

You can set up anonymization for these candidate fields:
  • Name
  • Presentation Name Snapshot
  • Primary Contact Info
  • Secondary Contact Info
  • Home Country
  • Birthdate
  • Previous Employment
  • Candidate Do Not Hire Reason
  • Candidate EEO Categories
  • Application Limit Override Expiration
  • Confirm Password
  • Candidate Picture
  • Social Media URL
  • Birth City
  • Birth Country
  • Review Date
  • ID
  • Facebook Link
  • LinkedIn Link
  • Twitter Link
  1. Select System Administration > Utilities.
  2. In the Primary pane, click Candidate Privacy Settings.
  3. Select how to process candidate fields on the candidate record:
    • Select Ignore to keep the value of the field.
    • Select Anonymize to change the value of the field to the candidate ID.
    • Select Initialize to leave the value of the field blank.
  4. Click Save.

Anonymizing candidates

Each candidate record that you can anonymize for an organization is displayed from the Candidates list.

After you anonymize the candidate, the fields on the candidate record are processed based on the setup for the anonymization of candidates.

  1. Select System Administration > Purge.
  2. Click By Resource.
  3. Select a candidate from the Candidates list.
  4. Click Anonymize.
  5. Select Run Once to anonymize the candidate immediately.
  6. Optionally, select one of these options to schedule the Anonymize action:
    • Basic
    • Hourly or Daily
    • Once or more per Week
    • Once or more per Month
    • Advanced
    • Template
  7. Optionally, specify the schedule of the Anonymize action.
  8. Click Ok.

Searching candidates to anonymize

You can search the candidate to anonymize using these filters:
  • Candidate number
  • Name
  • Email address
  • Country or jurisdiction
  • Number of job applications
  • Creation date of the candidate record
  • Anonymize status
  1. Select System Administration > Purge.
  2. Click By Resource.
  3. Click Search.
  4. Specify one or more filters.
  5. Press Enter.
  6. Optionally, select No in the Anonymize column to search for candidates that are not yet anonymized.