Overview
Setting a data retention rule allows you to anonymize candidate data based on job or candidate location.
How it works
You can configure whether these rules to apply based on the following.
- Job location: The location of the job posting that the candidate applied to.
- Candidate location: The location listed on the candidate's profile.
Gem applies retention rules differently depending on whether a candidate has current applications.
- If a candidate has no applications (Gem CRM only): The location on their candidate profile is always used, regardless of your setting.
- If a candidate has one or more applications (Gem ATS):
- If Candidate location is selected, Gem uses the location on their candidate profile.
- If Job location is selected, Gem uses the location of the job they applied to.
Requirements
- Your team uses Gem ATS.
- Admin access to your Gem account.
- Data retention policies are enabled on your Gem account.
Who’s eligible for anonymization
CRM prospects
A prospect without applications is eligible for anonymization when:
- The retention period has passed since their sourced date.
- Reply rules (if configured) have been applied.
ATS candidates
A candidate with applications is eligible for anonymization when:
- All of their applications have an inactive status: Rejected or Dropped out.
- The retention period for their location has passed.
Note: Hired candidates are not anonymized.
What data is anonymized
When a candidate becomes eligible for anonymization, Gem removes:
- Contact details (email, phone number, address).
- Notes and messages.
- Resumes and files.
- Other candidate-linked information.
For ATS candidates, Gem also anonymizes:
- Application text fields.
- Offer text fields.
- Candidate signatures and identity fields.
- Scorecard content.
- Attachments (files are deleted from storage).
Anonymization timeline
When you initiate a request to anonymize candidate data, here’s how the process works.
- Warning notification: Admins receive an email listing candidates who will be anonymized.
- One week later: Gem processes and anonymizes eligible candidate profiles.
- Completion notification: Admins receive an email confirming which candidate profiles were anonymized.
Set a new data retention rule
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Compliance & data privacy header.
- Select the Data retention option in the left navigation menu.
- [CONTINUE HERE - I’ll need to go into an account with the
oats_data_retentionfeature flag enabled so I can walk through it]
Additional Resources
To learn more about data retention, see the following resources.
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Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.