GRPD and recruitment : obligations in data collection

illustration RGPD


Since 25 May 2018, the European regulation on the protection of personal data (GRPD) has provided a framework for data collection. Thus, the data requested from candidates on the recruitment form is governed by this regulation.

What is the principle for recruitment?

The principle in the context of a recruitment or the enrichment of your CV library is to inform the candidates well. Thus, each time you collect personal data with your recruitment software, the information must appear on the medium used. So this concerns forms, associated questionnaires, etc.

GRPD and recruitment : What are the mandatory mentions?

  • The name of the company processing the data [Name, Trade Register address].
  • The email of the contact person who can be reached to check the data.
  • Recipients and purpose of the data collection, e.g. the HR department in the context of recruitment.
  • How long the data will be kept after agreement.

Example of text for the GRPD

To communicate a first level of information you add a link to the privacy policy on your website.

We propose an example of text to display on the application form of your recruitment software to respect the principle of information of the GRPD.

The text we propose is aimed at companies whose data does not “leave” the European Union. You must replace the mentions in square brackets with your information.

Jobaffinity’s example:

“The data you have just provided is subject to automated processing for the purpose of processing and managing your application. It is carried out by [Company name, RCS address], in its capacity as data controller. This data processing is necessary for the execution of your application.

The person responsible for data protection can be contacted at the following email address [email].

The data will be kept for two years after the last contact with the applicant. They may be kept by the employer for the duration of the employment contract in case of recruitment. The [HR department, recruitment department…] are the recipients of this data.

The data controller undertakes not to transfer your personal data outside the European Union as part of its processing operations.

You have the right to access and rectify your data. Also, in case of legitimate reasons, you have the right to delete, limit and oppose the processing of your data. You also have the right to the portability of your data. And you have the possibility to give instructions concerning your data in the event of your death. You can send an email to the address [email] to exercise your rights. You have the possibility to refer to the CNIL if you are not satisfied. “

Please note that this text is not a substitute for consulting a legal advisor, it is for information purposes only.

Intuition Software’s recruitment software, Jobaffinity, allows you to manage the GRPD.

Our software allows you to comply with the GRPD and to inform candidates on several levels. So, please feel free to contact us for all your information requests on our contact page.

Firstly, you will be able to set your data retention period.

Secondly, you also have the possibility to set up a reminder email. This email allows the applicant to restart their GRPD deadline if they wish to remain in your database.

And finally, you can set a short deadline for candidates approached via social networks to obtain their agreement.

In conclusion, we recommend this other article on the subject of GRPD: How long can you keep a candidate’s data? And, you can find another example of a personal data collection form on the CNIL website.

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