Data protection policy & data release
The privacy policy statement and the data release provide your company with legal protection from your applicants/external individuals. 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.
You have the option of showing the note regarding the privacy policy statement in the following sections, thus enabling you to obtain consent (I agree to the privacy policy statement) also with regard to job subscriptions:
- /Vacancies/EditMySearch/1
- /VacanciesIntraxData/EditMySearch/1
- /SelfService/MyProfile/EditMySearch/1
- /Vacancies/Register/ID
- /VacanciesIntraxData/Register/ID
Disclaimer
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.
The disclaimer is defined under Settings > Branch offices > Select branch office > “Privacy policy statement and job posting template” tab.
Data release
In 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.
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).
For external event participants (Employee Management), the data release setting can be displayed directly in the registration form. The “Data release” and “Privacy policy statement” sections can also be displayed in the external individual’s profile (/MyPublic/Profile). See also: Access as an external individual
The data release links on the home page in Applicant Management and Employee Management help you to keep track of the data release settings.
Request data release
The link to “Request data release” is displayed if the applicant has not approved the data release.
Information regarding the cookie banner
When accessing a web page, a banner will usually be displayed with information about the use of cookies.
Example:
- “We save information about your visit using cookies”. By using this website, you consent to the use of cookies. You can reject the use of cookies, and adjust your browser setting accordingly. For detailed information about the use of cookies, please refer to our privacy policy statement (link to company-specific privacy policy statement)
- >> This information can be confirmed using a button (most often: “understood”).
The design and integration of such a banner is usually carried out by the relevant web designer (Java script). It is displayed on the company’s website accordingly. In the Umantis context, the display of such a banner on external sites is indeed possible, but should be “covered” by the website banner already defined by the web designer. For example, if you have integrated a (Umantis) job board directly into your company's website (cf. type of integration), such a banner should only be displayed to the visitor in one place and not twice.
If you would still like to display information regarding the use of cookies on external sites of your Umantis solution, then this is possible via /Administration/WebTrackingSettings. Here you can integrate in the “Tracking Code Snippet” section the Java script supplied by your web designer and place a checkmark at “Only integrate tracking code snippet in external sites”.