Your Candidate Data Privacy Agent Handles Deletion Requests for You

The Candidate Data Privacy Agent takes the privacy paperwork off your operations lead, the person who currently drops everything when a candidate asks what you hold on them. The AgentWorks Candidate Data Privacy Agent answers data requests, finds every place a candidate's information lives, removes it where the request calls for that, applies your retention policy, and logs each step. Your recruiters stay on calls with candidates and client companies.

What it takes off your plate

Here is what happens today when a deletion request arrives under the CCPA. Someone on your desk forwards it to whoever handles compliance. That person searches the ATS, then their own inbox, then asks every recruiter to check theirs. Someone remembers the spreadsheet from last year's search. A copy of the resume sits in a shared drive folder for a client company that closed the req months ago. Nobody is sure they found everything.

Meanwhile the retention policy says old candidate files should be cleared on a schedule, but nobody has time to do it, so the ATS keeps growing. When a candidate or a client asks what you hold and why, the honest answer is that nobody knows. Every hour spent searching is an hour your recruiters and your operations lead are not spending on the reqs in front of them.

What the Candidate Data Privacy Agent does, step by step

It starts with the person who asked.

1. Acknowledges the request. When a candidate emails asking to see or delete their data, the Candidate Data Privacy Agent replies to confirm it was received, explains what happens next, and asks for any detail needed to confirm who they are.
2. Asks your team where copies live. It emails each recruiter who worked with the candidate and asks them to confirm any files outside the ATS, such as spreadsheets, notes or attachments in their inbox, and follows up until each one answers.
3. Checks with the client side when needed. If the candidate was submitted to a client company, it drafts a note to your account manager listing which submittals went where, so a person can follow up with that client.
4. Closes the loop. When the work is done, it writes back to the candidate with what was removed and what, if anything, you are keeping and why, for your team to review before it goes out.

Then the data work:

1. Maps where candidate data lives. It keeps an index of each candidate's records across the ATS, Gmail, shared spreadsheets and file shares, so the next request starts from a map instead of a search.
2. Processes the request. It removes or anonymizes the candidate's data in each system the request covers and flags anything it cannot reach for a person to handle.
3. Applies your retention policy. On the schedule you set, it lists candidate files that have passed their retention period, sends the list to your operations lead for sign-off, and purges them once approved.
4. Keeps the log. Every request, search, deletion and purge is written to a privacy log with the date and who approved it.

Where the work is recorded

An agent that cannot record its work is a chatbot. Every message to the candidate and every reply from your team is logged against the request in your CRM, and each action in Bullhorn or the ATS you run is written to the privacy log.

The next morning your operations lead opens the log and sees which requests are open, which recruiters still owe an answer, which records were cleared overnight and which retention purge is waiting for sign-off. If a candidate calls to check on their request, anyone on the desk can see exactly where it stands and pick it up from there.

What your people do instead

Your recruiters keep doing the work that fills reqs: calling candidates, prepping them for interviews, talking with hiring managers and closing placements. Your operations lead reviews and approves instead of searching, and spends the rest of the day on client service.

Candidates notice when a firm handles their information with care, and client companies notice too. The Candidate Data Privacy Agent keeps the requests, the records and the log moving so the conversations stay with your people.

Privacy is one part of running a clean desk; interview logistics are another. See how agents schedule candidates faster for placements and schedule candidate interviews for client companies.

One next step

The free recruiting Industry Assessment shows which workflow an agent should take first on your desk, whether that is privacy requests, scheduling or sourcing. To see every agent built for staffing firms, visit the AgentWorks recruiting page.