In order to comply with the GDPR requirements on giving data records and the candidate's right to data portability, there is now an Extract candidate data function. This enables you to search for a candidate and download information about the candidate as a zip file. You can choose to download a data record of the candidate’s personal data in ReachMee and/or a portable file in a machine-readable format for making it possible for the candidate to transfer information to another system. The portable file only contains the information that the candidate has provided. The content of each file is described further below in the article. 

Instructions

To extract a data record or a portable file, go to the ‘Extract candidate data’ page in ‘Admin’ and search for the candidate who requested their record. Before doing this it is vital that you have established the identity of the candidate and that you make sure that you find the right candidate in the search. 

Once you have found the right candidate, choose whether you want to download a data record or a portable candidate data file. When choosing data record, you will also choose whether to include interview notes and notes added to the candidate.  

When done, click Create file. Within a few minutes a zip file will be created for downloading that contains the information specified below. The zip file will be available to download in ReachMee for 36 hours and will then be removed.  

Please note when extracting a data record 

Attached documents and emails may contain personal data relating to people other than the person who requested the record. As data controller, it is recommended that you go through the information and, if necessary, remove sensitive information or add supplementary data. 

New standard role: Personal data administrator

Since data records contain all the personal information there is about a candidate in ReachMee and the portable data file makes it possible to transfer candidate data to another system, access should be restricted to as few users as possible. We have therefore added the standard role Personal Data Administrator, which you can assign to the user, or small number of users, who are to process data records. 

Information not included in the data record 

There is information that candidates are entitled to receive from you, the data controller, which currently has to be manually added to the data record by you; for example, with regard to information sent to external suppliers or systems. 

A candidate is entitled to know who has received their information so it is important that you specify for the candidate which systems you have sent their information to if you use tests or video interviews or have some customer-specific integration such as a journal system, HR system or similar. 

You can add the information to the text file containing the candidate’s information or create a separate document for this containing other information. You need to provide information about which system(s) you have sent information to and for what purpose. 

Below is a list of the information included in the data record and further below, the portable file. 

Data record 

The following information is collected in a text file:

Candidate account

• Name
• Email address
• Date of birth
• Sex
• Address

Applications

• Position title
• Application date
• Selection survey questions and responses
• Information on whether the application has been the subject of automated decisions (the event engine)

Interest registrations

• Application date
• Consent form date
• Questions and answers
• Attached documents (reference to)
• Email address

Subscriptions

• Registration date
• Consent form date
• Search criteria
• Email address

Documents

• Email messages sent to and received from the candidate
• All documents uploaded on to the candidate's application
• Policy texts that the candidate has consented to

Notes about the candidate (choose whether this should be included in the data record)

• Interview notes 
• Notes 

Portable file

The following information is collected in a json file. 

Candidate account 

• Name 
• Email address 
• Date of birth  
• Sex 
• Address 

Applications

• Ad name 
• Application date 
• Selection questions and answers 
• Reference to uploaded documents 

General application

• Application date 
• Questions and answers 
• Reference to uploaded documents 
• Email address 

Subscriptions

• Registration date 
• Search criteria 
• Email address 

Email

• Email messages sent from the candidate 

The following information is included in the zip file with references from json file 

• All documents uploaded on to the candidate's application