GDPR defines consent as “any freely given, specific, informed and unambiguous indication of his or her wishes by which the data subject, either by a statement or by a clear affirmative action, signifies agreement to personal data relating to them being processed.”

Simply put, candidates need to know how their information will be used as part of your recruiting process, and give their consent to use it.

Breezy makes it simple to inform candidates and request consent, with both manual and automated tools.

How to request candidate consent automatically

In company-level GDPR compliance settings, you have the option to automatically request consent candidates regardless of how a candidate was added to Breezy:

  • Applied Candidates: Individuals who applied through your careers site and third-party job boards

  • Referred Candidates: Individuals who were submitted through employee referrals

  • Sourced Candidates: Individuals who were manually added by your hiring team

  • Recruited Candidates: Individuals who were submitted by external recruiters

GDPR consent request options for each candidate type

To capture candidate consent, Breezy will add required consent fields to the application form used on your career portal or integrated job boards.

For sourced or referred candidates (who aren’t added through the use of an application form), Breezy will send a customizable email to the candidate describing your use of their information. You can customize this message in your company-level GDPR settings.

How to request candidate consent manually

If you prefer not to automate consent, but still need a simple way to collect it, we’ve got you covered.

Hiring Managers can request consent from a candidate’s profile.

1. Open the candidate’s profile or click the checkbox next to their name on a candidate list.

2. Click the **More** icon (three dots) or dropdown in the upper-right corner of the window.

3. Click GDPR Request Consent.

4. Customize the message that will be sent, if you like.

5. Click Send Request.

An email will be sent to the candidate and the Details section of their profile will be updated with “Consent Pending” in GDPR Status. When they accept or reject your request, their consent status will be updated.

Requesting GDPR consent manually

The candidate experience

When you request consent from a candidate, we’ll send an email with a link to the GDPR consent form on your Breezy career portal.

The consent screen will display the Recruitment Privacy Notice, which you can customize in your company-level GDPR settings.

Sample GDPR consent form

Expiration and renewal of consent

By default, candidate consent lasts for 24 months. Admins can adjust the expiration period and decide whether to automatically request renewal or remove expired candidates.

With auto-renewal enabled, Breezy will automatically reach out to candidates and ask them to renew their consent when their expiration date approaches.

Admins can customize the expiration period and enable auto-renewal in their company-level GDPR settings.

  1. Click the gear icon ⚙️ in the left sidebar.

  2. Click Company Settings.

  3. Click General in the left sidebar.

  4. Scroll to GDPR Compliance.

  5. Click the gear icon ⚙️.

  6. To adjust the expiration period, choose a timeframe from the Candidate Consent Period dropdown.

  7. To automatically request renewal of consent, click Enabled next to Auto-Renew Candidate Consent.

  8. To remove expired candidates, click Enabled next to Auto-Remove Expired Candidates.

GDPR consent expiration and renewal settings

How to review candidate consent status

Once you’ve enabled GDPR functionality and requested consent from candidates, you’ll see their GDPR status in the Details section of their candidate profile.

You can also filter by GDPR criteria on candidate lists, to quickly view candidates based on their GDPR consent status and expiration date.

To filter candidates by GDPR status:

  1. Click Candidates in the left sidebar, or open the Candidates list for a specific position.

  2. Click the filter icon (funnel) in the top-left corner of the window to expand filtering options.

  3. Click the checkboxes under GDPR Filters and select options from the dropdowns.

  4. Click Apply Filter.

You can choose from the following consent status types:

  • Consent Expired: Candidates who have already provided consent but have reached the 24-month expiration date

  • Consented: Candidates who have provided consent

  • Consent Pending: Candidates whose consent has been requested, but not completed

  • Consent Declined: Candidates who have declined consent

  • Consent Expiring: Candidates who have given consent but the consent will soon be expiring

  • Needs Consent: Candidates who have not consented and for whom consent has not been requested

❗ Important Note

While Breezy has worked to provide you with the best and most relevant information in regards to the European Union General Data Protection Regulation, we highly recommend you do some research of your own and seek legal advice to ensure you are complying in the best interest of your organization.

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