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GDPR and recruitment

29 May 2018

What you need to know

Why is this important?

By now you should be aware of the importance of the new General Data Protection Regulations that came into effect on 25 May 2018.

Hiring managers, panel members, and administrators supporting panels have access to considerable amounts of personal and sensitive information that needs to be stored, retained and destroyed appropriately.

What is changing in Jobtrain?

You will notice changes gradually occurring in Jobtrain, including:

• Users being required to change their passwords every 90 days

• Candidates will be able to personally delete their applications, or their entire profile if they so choose

• Contact details will only appear in the further particulars document in the future, and not on the advert itself, which will make it harder for scammers to harvest these details online.

While the new update is primarily about data protection and security, there are also some enhancements to the candidate experience.

What do I need to do?

All efforts should be made to minimise data being taken outside of the secure Jobtrain system, by viewing candidate information online, instead of printing.  Going forward, only the Recruitment team will have the ability to export candidate information from Jobtrain to e-mail.  

Is your browser set to download .pdf or other files, instead of displaying them in the browser?  If so your computer may have stored CVs and other recruitment documents on your p drive.  Please check and delete these files, and amend your browser settings to prevent further unnecessary downloading (contact the IT helpdesk if necessary).

Hiring managers need to continue to comply with the University’s retention schedule, in line with which any paper copies of CVs, written notes etc regarding unsuccessful candidates should be securely destroyed within 6 months of an appointment being made.

If you are advertising a vacancy, please remember to only provide work e-mail addresses/phone numbers for candidate enquiries, and not personal mobile numbers for example.  

More information