Recruiters FAQ on GDPR

Written by

Amy Kelly

With the new General Data Protection Regulation almost here we have provided a summary to help answer the questions you may have around how GDPR affects how you use the job boards and the services of Candidate Source.

What is GDPR?

The General Data Protection Regulations come into force on 25th May 2018.

The GDPR applies to all organisations handling the data of EU citizens.  It replaces the Data Protection Act 1998 and applies to all personal data held. 

Under GDPR the definition of personal data has been widened so that it covers all data which identifies individuals, including biometric data and IP addresses. 

Initially, we recommend that you take a look at the ICO website which includes a great section for small businesses.

Will GDPR affect how I use the job boards?

We do not believe that the changes the job boards are making to ensure they are compliant with GDPR will affect the services offered by them.  You will still be able to post jobs and or access CV Databases.   

Remember GDPR is not being introduced to stop people finding work it is simply an update to the current Data Protection Act 1988 to bring it in line with the world we live in today. 

We have put links below to the leading job boards directing you to the pages on their websites with specific information about their own policies.  Simply click the name of the job board to be directed.

Caterer

CV-Library

CW Jobs

Indeed

Jobsite

Monster

Reed.co.uk

Totaljobs

GDPR and Candidate Source’s ad hoc advertising services

You will still be able to use our Emergency Candidate Boost, Employer Branded and Dual Branded advertising services on an ad hoc basis in line with our terms and conditions which are kept up to date and inline with the data protection regulations. 

When a candidate responds to an advert they are doing so to be contacted by the recruiter about that particular job opportunity.  As a business, we can continue to process the data supplied by candidates as it in their and our legitimate interest that we do so.  We will ensure best practice by: 

• Showing a disclaimer on each advert stating “Candidate Source Ltd is an advertising agency and the details sent in your application will be passed to a third party responsible for processing the application. This will include holding and sharing your personal data and our legal basis for this is ‘legitimate interest’, subject to your declared interest in a job.  Our privacy policy can be found on our website and we can be contacted to inform you of the third party’s details should you wish. ” 
• Only providing the candidate’s details for the specific role they are applying for 
• Issuing a link to our privacy policy at the first direct contact 

• Providing the details of the third party responsible for processing the application when asked by the candidate 

How long does Candidate Source keep candidate data for?

When a Candidate applies for a job a client has asked Candidate Source to advertise on one of our ad hoc advertising services including the Emergency Candidate Boost, Employer Branded and Dual Branded service the application is received and processed by Idibu, our multiposting software and forwarded to our client’s designated email address or URL.    

Candidate Source only ever need these applications if for some reason the Recruiter hasn’t received the applications’ from Candidates and we have no reason to hold the data and as such, Idibu has developed a ‘delete application’ function within their system.  Therefore, from 25th May 2018, all applications will be deleted after 28 days of receipt.   We ask our clients that, when checking the proof of your advert, you double-check the ‘applications to’ email to ensure its correct as lost applications will not be retrievable.  

GDPR and Candidate Sources media buying services

You will still be able to purchase your individual job board subscriptions via Candidate Source in line with our terms and conditions which are kept up to date and in line with the data protection regulations. 

Once your job board account(s) are set up and activated you will be given your own user details to use, these are confidential between you and the job board, Candidate Source does not have a copy of these.  Once the contracts are set up Candidate Source will have no involvement in the administration of your posting account and/or CV Database account.   

Client responsibility

Clients are responsible for protecting the data which they control and process under GDPR.   

Candidate Source does not consent to allow recruiters to contact candidates regarding any other role to the one which they have applied for.  It is ultimately the recruiter’s responsibility to obtain consent from the individual before contacting them regarding any other employment opportunities and/or non-employment related reasons.

We recommend that you make yourself aware of the core principals relating to GDPR and that you seek legal advice to ensure you are compliant.

Will Candidate Source be making changes to its policies due to GDPR?

As part of our commitment to GDPR Candidate Source has reviewed our policies and updated copies are available on our website.

Any questions?

Do not hesitate to contact Candidate Source at amy@candidatesource.uk.com and we will do everything we can to answer your questions.  Please note though that while Candidate Source Ltd will do everything to assist you we are not able to offer any legal advice. 

This document contains general overview information and should not be relied upon as legal advice.  Please note that while Candidate Source Ltd will do everything to assist you we are not a law firm and highly recommend you seek legal advice to ensure you are compliant with GDPR.

And if you need help finding candidates for jobs or you need to run a campaign of dual branded job adverts, call us on 01675 462 876