GDPR Assistant in Traffit – how to make the most of It?

You already are a GDPR Assistant user? Great choice!

Here are a few tips from our team to help you get the most out of this add-on:

Before you start working with the Assistant, go to Settings > Job posting and GDPR > GDPR and make sure that each consent has the correct type assigned to it.

For example, “Consent for future recruitment” type means you can use it to group all consents for future processes (regardless of the language in which they are written).

This allows you to base the Assistant’s rules on a selected consent type and ensure that adding new consent to the system won’t disrupt the Assistant’s processes.

Note: You can also choose to base the rules on specific clauses rather than on their types. However, if you do so, you must remember to update the Assistant’s rules whenever you add new clauses to the system.

The assistant can operate based on the same rules for anonymization and email dispatch, but you can also set separate rules for each process.

Why should you separate the rules for these two processes?

This allows you, for example, to anonymize all candidates whose consent is about to expire - but exclude candidates sourced via the plugin from the automated sending of consent renewal requests.

You want to set up automated request consent renewals e-mails, but your talent pool includes candidates whose consent has expired or who haven’t given consent (or at least aren’t listed in the system - e.g., they were imported from a previous system) -and you don’t want to send this email to them?

Select the option “Exclude candidates whose consent has already expired or was never given.” This way, the process will only be initiated for candidates whose consent is set to expire in the near future.

You don't want the automated process to immediately remove candidates who only gave their consent during the recruitment process once the recruitment is closed?

You have the right to do so!

Candidate data from the recruitment process can be stored for 3 years after the process ends, based on a legitimate interest (defense against claims of discrimination or harassment). This is the maximum statute of limitations for employee claims under the Labor Code.

If you wish to do that, go to the Settings > Job Postings and GDPR > GDPR tab, locate the “Consent for a specific recruitment” consent type, and select “Consent validity from the end of recruitment (in months)” option & enter “36” in the field below, as shown in the attached example:

If you want to secure the system and ensure that candidates without consents are stored in it, simply follow these two easy steps:

1. Enable the requirement to assign consent consents to candidates added to the system manually (including those added via a CV file or a plugin).

You can do this in the Settings > Job Postings and GDPR > GDPR tab:

2. Make sure that the key consents in the system are required (the last toggle when editing a consents) - in this case, the candidate will not be able to submit the form without selecting them:

Want to run the Assistant, but need to “clean up” your database first?

You don’t have to run the automated processes at the same time—they’re independent. You can turn them on and off at any time. In this case:

1. First, run the automatic anonymization. The Assistant will anonymize those people in your database who should no longer be there.

2. Wait 1–2 days until all “expired” profiles have been anonymized, and only then run the automatic sending of requests to renew consent.

Requests to extend consent are sent from a dedicated email account created within the system specifically for the Assistant.

You can allow your candidates to reply to the email inviting them to extend their consent by providing a reply-to email address.

You can do this by editing the email template. Enter the email address of the recruitment team or the person designated for this purpose there:

Once you’ve activated the Assistant and set up automated emails requesting consent renewals, your candidates will receive an email containing a consent renewal form.

You can edit the content of this email however you like!

Use it to further strengthen your relationships with candidates in your database - for example, by inviting them to visit your Career page or follow your company’s social media profile:

Simply use the GDPR Monitoring report in your Reports tab.

You can see there how many:

These statistics are worth keeping an eye on!

If the percentage of candidates renewing their consent is low, that’s a clear sign to experiment with:

to optimize it.