Overview
The iCIMS Talent Cloud is capable of supporting customer efforts to maintain compliance with applicable laws and regulations (e.g., GDPR, CCPA, etc.). For organizations using iCIMS Candidate Experience Management (CXM) or iCIMS Candidate Relationship Management (CRM) and related iCIMS systems, the system records whether a candidate has consented to the organization’s privacy policy and the use of their data as part of the profile creation process, and it grants or restricts user and system access to the candidate’s data accordingly.
For more information on how iCIMS supports customer compliance efforts, review the Understanding How the iCIMS Talent Cloud Can Support Data Subject Rights article.
The following sections detail how consent is captured and used within the system.
Setting Data Retention Policies
If your organization has integrated iCIMS ATS and CXM or CRM, the ATS data retention settings are used for records in both products. This includes job-based and time-based consent settings; for details about how these are applied in different scenarios, review the Capturing Consent section below.
If your organization is using CRM as a standalone product or has otherwise not integrated iCIMS ATS with CRM, data retention settings are configured directly within CRM. These settings can be configured or updated during implementation or by submitting a case to iCIMS Technical Support. During this process, your organization provides a list of countries for which you want to set data retention policies and how many days data should be retained for each country.
For more information on how iCIMS supports customer compliance efforts, review the Understanding How the iCIMS Talent Cloud Can Support Data Subject Rights article.
Capturing Consent
Candidate profiles are created in CXM or CRM through three possible routes, which are outlined in the sections below.
Note: A candidate can consent in ATS to data processing for job application purposes and separately consent in CXM or CRM to data processing for recruitment marketing purposes.
- Consent to data processing for job application purposes: this is primarily relevant to candidate data imported from ATS to CXM or CRM.
- Consent to data processing for recruitment marketing purposes: candidates provide consent to be contacted via text or email campaigns by subscribing to a form or campaign in CXM or CRM.
Candidate Self-Submission to CXM or CRM
As part of submitting a sign-up form in CXM or CRM, candidates are asked to review the customer’s Privacy Policy and then consent to share their data and to receive occasional recruitment marketing emails by selecting a checkbox. (Note: The specific wording regarding what candidates consent to when checking this checkbox is set during implementation.) CXM and CRM record this as two forms of consent:
- consent to data processing for job application purposes
- consent to data processing for recruitment marketing emails (i.e., subscription)
For customers with integrated iCIMS Applicant Tracking (ATS), CXM and CRM sync this recorded consent to data processing to ATS. If the time-based consent option has been configured and enabled in the ATS, the consent data imported from CXM or CRM to ATS is specifically recorded as time-based consent with a consent duration based on the Time Based Consent Duration Platform setting. If this setting has not been enabled, consent is recorded without an automated retention period. (Note: Job-based consent is not typically captured through CXM or CRM sign-up forms because the forms are not job-specific.)
For customers using CRM as a standalone product or otherwise not integrated with iCIMS ATS, data is retained based on your organization’s settings within CRM. For more information on these settings, review the Data Retention section above.
For more information on importing data from CRM to ATS, review the Understanding Data Syncing Between iCIMS Applicant Tracking (ATS) and iCIMS Candidate Experience Management (CXM) or iCIMS Candidate Relationship Management (CRM) article. For more information on time-based consent, review the Understanding the Time-Based and Job-Based Consent Data Privacy Feature article.
Candidate Import from ATS
iCIMS ATS can be configured to capture candidate consent to a customer’s privacy policy and to their use of the candidate’s data at the job application stage. Customers can also offer candidates the option to limit their consent to a certain period of time (time-based consent) or a certain job for which they are applying (job-based consent).
As of Fall Release 2023, if a customer has integrated iCIMS ATS and CXM or CRM, the record of this consent is among the data imported from ATS to CXM or CRM. Additionally, candidates who select job-based consent do not display in CXM or CRM unless they change their consent to be open-ended or time-based.
Notes:
- While data regarding candidates with job-based consent does still transfer to CXM or CRM to ensure consistency of records between products, it cannot be accessed by users or product features.
- For candidates who selected time-based consent, that consent duration is based on the settings for the ATS portal through which they submitted their application.
- Any data privacy requests (e.g., to access, correct, or delete personal data) can be handled in either ATS or CXM or CRM, and any corrections or deletions made in one product are also applied to data in the other as part of normal data syncing.
For more information on importing data from ATS to CXM or CRM, review the Understanding Data Syncing Between iCIMS Applicant Tracking (ATS) and iCIMS Candidate Experience Management (CXM) or iCIMS Candidate Relationship Management (CRM) article.
For more information on time- and job-based consent, review the Understanding the Time-Based and Job-Based Consent Data Privacy Feature article.
For more information on how iCIMS supports customer compliance efforts, review the Understanding How the iCIMS Talent Cloud Can Support Data Subject Rights article.
Candidate Submission by Recruiter
Candidates whose profiles are manually created in CXM or CRM by a recruiter or imported via CSV file or the iCIMS Sourcing Extension do not have a record of consent to processing on file in iCIMS’ system. If a customer has integrated iCIMS ATS and CXM or CRM, and elects to import CXM or CRM data into their ATS, candidates are imported from CXM or CRM to ATS irrespective of their data consent permissions provided, or whether there is any consent on record at all.
Customers can request to have an ATS setting enabled to automatically request consent from candidates who have not previously given it and to delete these profiles if consent is not captured within a certain window of time. For more information on enabling and configuring this setting, review the Understanding the Time-Based and Job-Based Consent Data Privacy Feature article.
For more information on the iCIMS Sourcing Extension, review the Using the iCIMS Sourcing Extension for iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM) article.
