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Data protection policy & data release

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The privacy policy statement and the data release provide your company with legal protection from your applicants/external persons. These two components can be configured in the settings for the individual branch offices of your umantis solution.

Privacy policy statement

The privacy policy statement can be prepared in different languages in the settings for the individual branch offices, and a branch office-specific setting controls whether consent should be a part of the application process.


A disclaimer can be written in different languages for each branch office. It will then be displayed to each applicant that applies to a job at the given branch office.
Info.gif The disclaimer is defined under Settings > Branch offices > Select branch office > “Privacy policy statement and job posting template” tab.

Data release

In the Applicant management the data release can be activated or deactivated for the relevant application forms on a branch office-specific basis. If applicants are required to release their data, they are asked to confirm the data release before sending their application. Confirmation is given by means of a radio button on the application form, and the HR contact can also request confirmation later on by using a link in the applicant profile to send an email. The email template is named “SystemTemplate_Ask4DataAgreement”, and can be edited in the system emails.
If the applicant does not consent to the data release, they will be informed again when they next log in that they should confirm the release of their data.

GDPR.png Note that applicants can change their data release settings at any time. This option is provided to help protect personally-identifiable data in accordance with the General Data Protection Regulation (GDPR).

External events participants (Employee management) can display the settings for data release directly in the registration form. In addition, the sections "data release" and "privacy policy statement" can be displayed in the external person's profile (/MyPublic/Profile). See also: Access as an external person.

Info.gif The links to the data releases that you can find on the Applicant management main page and Employee Management home page will help you to keep track on the data release settings.

Request data release

The link to “Request data release” is displayed if the applicant has not approved the data release.

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