7/25/2018 © 2015 Broadbean

Data Retention Guide (Privacy Panel)Superadmin Set Up and Management Guide

Contents Page

© 2018 Broadbean2

• Data Retention Information 3

• Privacy Change Notification Contact 4

• How to access the Data Retention Settings 5

• How to set and activate 6

• FAQs 7

• Support Contact Details 8

Data Retention Information

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Under GDPR, Data Controllers are legally obliged to ensure they do not retain personal data beyond that which is necessary for its purpose. Defining how long is necessary for its purpose, is up to you as a Data Controller. This guide explains how to use the Data Retention functionality in the Privacy Panel to configure how long Applicant and Candidate data should be retained within your account on the Broadbean system.

It is important to note that when this functionality is activated, candidate data will be automatically and irretrievably deleted by Broadbean, therefore it is imperative that you fully understand the settings.

Retention Periods

For Applications and Search candidates, the retention period is based from the time the application enters Broadbean and also applies to any 'shortlisted' and 'longlisted' candidates from External Search. The retention options available to you are: minimum one month, default 6 months and maximum 1 year

For Talent Search candidates, the date on which the retention period is based, is initially the date on which the candidate entered the system, but is updates in the event that the candidate re-enters the system via an application to another role, if their details are subsequently downloaded from a third party CV database, or if updated candidate details are manually added into Talentsearch. If you are using Consent as you Lawful Basis for storing candidates in Talent Search, the candidate re-consenting will all reset the retention period, when this functionality is released. The retention options available to you are: minimum 1 month, default 2 years and maximum 5 years

The first time you access the data retention settings page, the retention periods shown are our default values of 6 months for Aplitrak & Search, and 2 years for Talent Search. If you are happy with those defaults, you can activate them by clicking the switch as shown later on in this guide. Once activated, the deletion of candidate data older than those settings will commence overnight and nightly thereafter.

Privacy Change Notification Contact (PCNC)

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We understand that the Superadmin(s) of your account may not be the person(s) responsible for your data retention policy at your company. Therefore we have built in a notification email which is sent to an email address of your choice when any changes are made to the Data Retention settings in your Broadbean account. The email will specify the changes made, thus allowing them to be reviewed and followed up, if necessary. See example below.

We advise all customers to set their PCNC, as a distribution list of people who need to be informed of any changes to your Broadbean retention period e.g. HR, Legal Representative, MD, DPO etc.

If you have not given Broadbean your PCNC, email support with your distribution list. You will be unable to make changes to your retention period(s) until this has been set up.

How to access the Data Retention settings

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The Data Retention settings are within the Privacy Panel.

To access the Privacy Panel; log in as Superadmin, click on the Settings tab and then on the Privacy Panel tab below. Click on Data Retention to access the retention controls.

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Here you can set support regions which allow you to specify which Broadbean office locations can support your needs in your local time zone

This is where you access the Data Retention settings

Coming Soon! You will be able to click here to add, edit or delete your own templates to faciliate your own company compliance.

Access a variety of resources & policies to support your GDPR understanding

Coming Soon! You will be able to access candidate data and remove candidates from Broadbean on request

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How to set and activate

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1 This is where your PCNC is displayed

2 The products you have with Broadbean will dictate the options you see here

3 This is where you set how long we are to hold your candidate data

4 If you change the retention period, the date & time of the change will be shown here

5 When you are happy with the retention period(s) you have set, activate by using the switch(es) in this column

6 The date deletion will commence will be listed here once you have activated it. If the Activate Deletion switch is off, no data will be removed until 26/07/18 when the settings will be enforced.

At the bottom of the Data Retention Page are the configuration settings:

Important: If you activate the default settings, without having made any changes, data will commence immediately. A grace period of 7 days is in place for any modification to the Retention Periods.

FAQs

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Is my candidate data deleted immediately?The answer is no. Due to the volume of requests we will receive for data to be deleted we will be queuing those requests and the exact time of deletion will vary depending on thevolume of requests at any given time.

How does Broadbean work out the age of the candidate record?For candidates in our Aplitrak product we age based on the date of application. This setting also applies to any 'shortlisted' and 'longlisted' candidates from our Search product that may you have.

For users of our Talent Search product, we age based on the initial date on which the candidate entered the system, with this date reset in the following circumstances to the date of the circumstance listed below:

a) The candidate re-enters the system via an application to another role, or by manually sending the candidate into Talent Searchb) The candidates details are subsequently downloaded from a third-party CV database through our External Search productc) The candidates details are manually updated in their Talent Search profiled) The candidate re-consenting, if you using Consent as your Lawful Basis for storing candidates in Talent Search

Can deleted data be retrieved?The answer is no. Candidates are irretrievably deleted so please take extra care when setting and making changes to your data retention periods.

Do I have to set up a retention period at all?If you do not activate candidate deletion in your account by Monday 26th November 2018, Broadbean will assume the settings (which could be the default retention periods or any youselected yourself but failed to activate) to have been accepted by you and will make them live on your account.

Deletion of candidate data in accordance with your settings, default or otherwise, will start overnight and nightly thereafter.

Support

© 2015 Broadbean8

For any support queries please contact our team support@broadbean.com or0207 536 1668

For any training queries please contact training@broadbean.com