Registration of job seekers

Registration of job seekers allows sharing of data needed for the selection process and at the same time protection in accordance with GDPR

• Registration of job seekers
• Control over the selection process
• Privacy protection for staffers
• Protection of candidates' personal data
• System for employers and staffing agencies
• How to secure your candidate data correctly

Do you know that emailing data about job seekers in a company is a violation of GDPR rules?
Data sent by email remain in people's mailboxes, where they are not allowed!

Registration of job seekers

The position and classification of the applicant is always related to working job. The job describes the requirements and also designates a line manager responsible for evaluating the applicant.

Registration of job seekers allows

• Safely sharing of applicants' personal data
• Receive applicants' requests directly from the web interface on your website
• Create and check task for staff members to comment on a candidate's proposal
• Gather opinions of multiple evaluators
• Plan personal/online meetings with the candidate and send the candidate an invitation
• Send / receive emails with the candidate and share communication with colleagues involved in the selection process.
• Transfer applicant data to a new employee

Control over the selection process

The Head of Personnel has the option to fully check whether the selection process is running correctly.

• Checking how the communication is going and whether any candidates have been left behind
• Possibility to transfer interview management to another staffer with a whole history of communication
• Possibility to manage applicants' consents to data retention even after the selection process has been completed for possible future referral by another offer

Privacy protection for staffers

Staffers should never communicate with candidates using their personal emails. This protects their privacy significantly as they are not at risk of being harassed by dissatisfied candidates.

Protection of candidates' personal data

Applicants' data is securely protected and registration 100% complies with the requirements of GDPR legislation:

• You only share data with people involved in the selection process
• You do not email data to anyone, so it does not stay in mailboxes and never gets outside the secure environment of the company system
• Data is deleted after the process has been completed and does not stay anywhere on disks
• You can easily prove to candidates that you are handling their data securely

System for employers and staffing agencies

AyMINE is designed to suit not only employers for their internal selection process, but also staffing agencies.
A staffing agency can share your candidate data securely directly through the access of the target organization's staff.

How to secure your candidate data correctly

See HR module security here.

• The staff member in charge of communication with the candidate must have the role of a staffer.
• The staffer assigns other staff members – typically the head of the department the employee is supposed to join – the task of commenting on the candidate. By assigning tasks, they give the staff member access to the specific candidate's data. The staff member does not need any additional rights.
• The staff member and the staffer can discuss the candidate directly with the staff member. The candidate's data never gets into the email.

Don't forget: Corporate email servers give administrators the opportunity to see the subject (subject) of messages people receive and send. There is often important information in the subject – e.g. a name – which can be easily accessed by administrators.

Never consider an email to be safe. Emails are archived, go through foreign servers and are often stored directly on other companies' servers (e.g. Google, Microsoft). These servers also have administrators who have access to the data. Using emails for any sensitive communication is therefore dangerous and in violation of GDPR. (If you use encrypted emails, the situation is better. But even these do not usually encrypt the subject of the email.)