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Privacy notice and consent

Candidates agree to a versioned privacy notice in their language when they apply, and give separate consent to stay in your talent pool, which ends after a set time.

Explanation2 min read

Careers Orbit keeps a record of what each candidate agreed to, so you can show it when asked.

The privacy notice

Admins write your privacy notice under Settings › Privacy in your main language, and translate it with the language picker at the top. Save draft keeps your work without showing it to anyone; Publish version (such as Publish version 3) makes it the one new applications agree to, together with its translations. The page lists every published version with who published it and when. A language without a translation shows the main text. Publishing a change makes a new version; the earlier versions stay, word for word. Candidates see the notice in their language on the apply form and agree to it before they send.

Each application records the version they agreed to, and the candidate's profile lists every consent under Privacy: the version, the language and the date.

The talent pool

Staying in your talent pool is a separate choice, never part of applying. Candidates tick it on the apply form or sign up with the talent pool form, and the consent lasts a set time, 12 months unless you change it under Privacy.

Before it ends, Careers Orbit emails them in their language with a button to stay for another period: 14 days before, unless you change Email how early. If they do nothing, their details are erased when the consent ends, unless they have an open application.

People you add yourself

When you add someone by hand or import them, they get an email asking for consent. They confirm with a button on your career site, so mail scanners can't confirm for them. Until they confirm, nothing else is sent to them, and if they never do, they are erased after 30 days, or the time set under Unconfirmed.

Withdrawing consent

Candidates can leave the talent pool, withdraw an application, stop text messages or ask to have everything erased from their account. Each change is recorded on their profile and in the audit trail.

The wording of your notice and how long you keep data are your organisation's decisions. Check them with your lawyer.

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Retention rulesSet how long candidates' data is kept after a rejection, a withdrawal or a hire, how long talent pool consent lasts and who is told first. The scheduler erases what is due.The candidate portalCandidates sign in to Your applications on your career site with an email code to follow their applications, add documents, withdraw, download their data and ask for corrections or erasure.Data requestsAnswer candidates who ask to see, correct or erase their data, from their account or by email, within the month shown on each request.Erasing a candidateErase a candidate for good, from their applications and files to emails, notes and connected systems, or put them on legal hold to keep their data longer.