Anonymize applications
Anonymizing an application means that sensitive, personally identifiable applicant data are permanently deleted or made unrecognizable. This allows certain applicant data to be retained beyond the legally specified data retention period, e.g. so that they can be used for statistical purposes. Functionally speaking, anonymizing an application falls somewhere between archiving it and deleting it. From the applicant’s and the HR expert's point of view, the application is effectively deleted. However, anonymized applications can still be analyzed via reports.
How are applications anonymized?
To anonymize applications, use any of the following options:
- Through the multiple action menu in the applicant overview
- In the actions at the left side under Application documents
Note:
Anonymizing actions always apply at the application level, and not at the applicant level. Therefore, applicants themselves cannot be anonymized, but only the data associated with them.
Only if all of an applicant's applications have been anonymized is the applicant as a person also anonymized.
Important notes on anonymizing applications
- When an application is anonymized, all personally-identifiable information is deleted, along with any documents, messages, comments and reminders associated with the application. The application is also automatically historized. The applicant’s name is automatically replaced by a code.
- Once an application has been anonymized, the original data can no longer be viewed, even after reactivation.
How do I search for an anonymized application?
Anonymized applications are explicitly marked as "IsAnonymized" with an icon: 
(independent of their historized/active status). The “IsAnonymized” flag is accessible through a variable ([Application.IstAnonymisiert]). You can search for anonymized applications either in the advanced search or in the global applicant overview.
What data are anonymized?
All sensitive, personally-identifiable applicant data will be permanently deleted. Structured, non-personally-identifiable data is retained for use in statistics and analytics. Structured data consists of values made available for selection through selection lists. The following table lists all the relevant fields from the application form and application documents that are retained after anonymization is complete. All other application and applicant data from the HR expert view is considered sensitive, and is therefore deleted as part of the anonymization process.
Click on “Expand” to display the table. First and last name are anonymized. The first name is replaced with an ID, and the last name with “Anonymous”. This procedure is used because the first and last names are stored as links in tabular overviews.
| Original content — umantis | Effect when anonymized |
|---|---|
| Form of address | Retained |
| Salutation* | Retained |
| First name* | Replaced with an ID |
| Last name* | Replaced with “Anonymous” |
| User language* | Retained |
| User-defined list Master data 1 | Retained |
| User-defined list Master data 2 | Retained |
| User-defined list Master data 3 | Retained |
| User-defined list Master data 6 | Retained |
| ZIP/Postal code | Retained |
| Country | Retained |
| Nationality | Retained |
| Civil status | Retained |
| User-defined list Master data 4 | Retained |
| Education | Retained |
| Optional selection list Applicant 1 (Job location) | Retained |
| Optional selection list Applicant 2 | Retained |
| Optional selection list Applicant 3 | Retained |
| Residence permit | Retained |
| Cross-border commuter permit for | Retained |
| User-defined list Master data 8 | Retained |
| User-defined list Master data 9 | Retained |
| User-defined list Master data 10 | Retained |
| User-defined list Master data 12 | Retained |
| User-defined list Master data 13 | Retained |
| User-defined list Master data 14 | Retained |
| How did you find out about this job? | Retained |
| I am an employee | Retained |
| Have you previously worked for us? | Retained |
| Application user-defined list 11 | Retained |
| Application user-defined list 12 | Retained |
| Application user-defined list 13 | Retained |
| Starting as a | Retained |
| Department | Retained |
| Employment category | Retained |
| Term of employment | Retained |
| Primary job language | Retained |
| User-defined list jobs 1 | Retained |
| User-defined list jobs 2 | Retained |
| User-defined list jobs 3 | Retained |
| Decline All Questions | Retained (EEOC questions) |
| Gender | Retained (EEOC questions) |
| Ethnicity | Retained (EEOC questions) |
| Veteran | Retained (EEOC questions) |
| Disability | Retained (EEOC questions) |
The following data is also retained for use in statistics/analytics:
- Application status history
- Values for “Quality” selection list
Anonymization process
| Explanation of Figure 1 |
|---|
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Applications can be anonymized with single or multiple actions. Anonymization always applies at the application level, and not at the applicant level. |
| Explanation of Figure 2 |
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If an applicant has more than one application, then only the data in the application being anonymized will be anonymized by any one action. |
| Explanation of Figure 3 |
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Anonymization and historization are two distinct concepts; although an anonymized application is always immediately historized, a historized application is not automatically anonymized. |
| Explanation of Figure 4 |
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Once all of the applications for a given applicant have been anonymized, the applicant (including their personal data) is also anonymized. The applicant is then also marked as “IsAnonymized”. |