Automatic Anonymization helps you manage candidate data retention by automatically anonymizing candidates when their retention period ends.
Before you begin
- Automatic Anonymization is available only to organizations using Single Purpose Consent.
- Review the feature with your legal team before enabling it.
- If your organization has a sandbox, consider testing the feature there first.
Turn on Automatic Anonymization
- Go to your Privacy & Compliance settings page.
- Turn on Automatic Anonymization.
- Review and confirm your selection.
Which candidates are automatically anonymized?
After you turn on the feature, Greenhouse automatically reviews candidates who meet the eligibility requirements below. A candidate is eligible when all of the following are true:
- The candidate is no longer active in a pipeline. All of the candidate's applications have a status of Rejected and/or Hired.
- The candidate is subject to a data retention rule.
- The candidate's retention period has expired.
Greenhouse runs the automatic anonymization process a few times each day. Because of this schedule, an eligible candidate might briefly appear in the Auto anonymization due filter before the next process runs.
Review candidates due for anonymization
Use the Auto anonymization due filter on the Candidates page to review candidates who are eligible for automatic anonymization.
Use the Auto anonymization due filter to review candidates who are eligible for automatic anonymization.
To review candidates who will be eligible by a specific date, select a date in the filter. If you don't select a date, the filter shows all candidates with a retention timer counting down.
This filter is intended to help you verify that candidates due for anonymization are being processed. After the next automatic process runs, the filter might show no candidates.
Review candidates that couldn't be anonymized
Use the Auto anonymization failed filter to find candidates that Greenhouse attempted but couldn't anonymize.
Use the Auto anonymization failed filter to find candidates that Greenhouse attempted but couldn't anonymize.
You can try to anonymize these candidates manually using either the candidate-level action or the bulk action:
- From the Candidates page, apply the Auto anonymization failed filter.
- Select the candidates you want to anonymize.
- Click Bulk Actions.
- Select Delete Candidates' Personal Data.
- Confirm the action.
Note: Anonymizing a candidate's personal data is permanent and can't be undone.
Manage consent requests
Candidates with expired consent requests aren't automatically anonymized. Use the following filters to review candidates who need consent-related follow-up:
- Consent not requested: Candidates who haven't received a consent request. This filter applies when at least one of your organization's legal bases is Explicit Consent.
- Consent request pending: Candidates who received a consent request but haven't responded. This filter applies when at least one of your organization's legal bases is Explicit Consent.
- Consent request expired: Candidates whose consent requests have expired. This filter applies when at least one of your organization's legal bases is Explicit Consent.
Email notifications and Change Log activity
Greenhouse sends an email when candidates are due for automatic anonymization and when automatic anonymization fails.
The Change Log records when Automatic Anonymization is turned on or off and when candidates are automatically anonymized.
Turn off Automatic Anonymization
To stop future automatic anonymization, return to your Privacy & Compliance settings page and turn off Automatic Anonymization.
Turning off the feature doesn't change the data of candidates who were already anonymized.