The data retention period marks the length of time your organization has determined to keep a candidate's or prospect's data after they have been rejected from all jobs. If your organization would like to extend the length of time it retains a candidate's and/or prospect's data, you will need to explicitly request this extension.
Greenhouse Recruiting's consent extension email allows your organization to configure an email that is automatically sent to candidates or prospects before their data retention period expires to ask for consent.
To configure GDPR consent extension settings, click the Configure icon on your navigation bar, then click Privacy and Compliance on the left.
Click Configure beside General Data Protection Regulation (GDPR).
Scroll to the Consent Extension Email panel and click Configure.
Consent extension window
The consent extension window is the period of time between when the consent extension email is sent to the candidate or prospect, and when their data retention period expires. This window of time allows candidates or prospects to either give explicit consent or reject your organization's request.
Use the provided field to input the number (in days) for the consent extension window.
Consent extension email body
Scroll to the next section to edit the email template that will be sent to a candidate or prospect to request consent for an extension.
Use the provided fields to define who the email should be coming From, and enter a Subject heading for the email.
Use the Body field to input the contents of the email. For your convenience, available tokens that can be used in the email template are listed on the right.
Consent extension email footer
The email footer will include the functionality whereby candidates or prospects can give or deny consent for a data extension.
Candidates and/or candidates can give your organization consent for a data extension by clicking Keep my Data or to deny an extension by clicking Delete my Data.