Today, I am going to talk about how you, as a recruiting agency, can leverage CRM software like Recruitly to automate and manage your business’ GDPR. Automation – I bet you have probably heard of the term somewhere. Automation, in essence, is creating a chain of tasks and automating it based on the condition. Sounds complicated? I felt the same way at first. Not more than a few years ago, automation was unheard of by non-tech people. But then, tools like Zapier, Automate dot io paved the way for simple and easy automation that can be configured with the click of a button.
Now that we have gotten the basics out of the way, let me give you some examples/use cases that you can and should automate. Please note that while some of the automation features might be available in other CRM software, most of them do not offer GDPR specific automation capabilities, unlike Recruitly. Here are some of the use-cases –
When the user was added manually – Whenever a recruiting agency sources candidates manually and adds them to their database, they have to send a consent request. This can be tedious if you or your team is sourcing hundreds of candidates every day. Automation can help you set up actions to send an email as soon as the candidate was added and when they grant a consent request, it will automatically reflect on the CRM rather than having to check for emails.
When the user denies consent – By law, when the GDPR consent is denied, the company needs to delete all the information of the said individual. Most CRM companies follow this. We, at Recruitly, thought that this can be a problem on an analytical level. So when a candidate/ a lead denies you consent, you can anonymize their data in what’s called Data Anonymization. This will change all the personal information of the user to a generic name so they cannot be identified. This can help you when you are generating reports and want data from users who denied their consent. As stated earlier, this is a company first and a perfectly legal way to include those individuals in your analytics.
When there is no reply to your consent request – Automation is brilliant in the sense that it does whatever actions we have assigned, at the exact time. This can be useful if the user does not reply to your original consent request email. You can just set automation to send a follow-up email after 7/14 days, depending on your business needs. If you still do not get a reply, you can choose to anonymize their data and not contact them again.
When consent is about to expire for an existing user– Can you tell me when does every individual’s user’s consent expire without checking the database? Recruitly can help you send out an email when an existing user’s consent expires automatically without any fuss. Once they approve your consent request, it is updated on the candidate’s profile, in real-time. Pretty cool, isn’t it?
When a candidate proactively applies for a job – Since the candidate has proactively applied for the job, they would not have a problem giving you the consent. As an acknowledgement of this, you can not only include a checkbox on your website that asks them to give consent, but you can also send them an email thanking them for their consent with an option to revoke the consent if they applied for the role by mistake.
These are just some of the tasks you can automate using Recruitly with plenty more that I haven’t even talked about here. Feel free to book a demo with us to learn more about this as well as other cool features like email sequencing, an ATS/CRM pipeline, Marketing tools, etc by clicking here.
To conclude, I would like to add that because the GDPR is a complicated process, a lot of organizations fail to comply with it. Mostly because of the way they handle consent requests. This is my second blog related to GDPR. I talk about the basics of it and how to build a foundation in your organization in my first blog. Please check that out if you haven’t already by clicking here. I feel like these blogs can help you comply with the regulations while also reducing stress on doing anything manually which in turn, saves a lot of time to be spent on productive tasks. Automating tasks is a win-win for everybody!