SAP SuccessFactors Recruiting- Anonymize Candidate Profile and Applications

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The candidate profile and application contain personal data and it is important to purge and anonymize data when it’s no longer needed for a business purpose; it helps to meet the GDPR requirements.
The SAP SuccessFactors Recruiting solution offers a number of features that help with this challenge.

Requirements for Anonymizing Applications and Candidate Profiles 

To Enable Data Privacy Consent Statement 2.0 and to understand the prerequisites for using candidate and application anonymization with Data Retention Time Management (DRTM). Kindly refer below blog article.
DPCS 2.0: SAP SuccessFactors Recruiting

DPCS 2.0 – how to enable version 2.0 of Data Privacy Consent Statement and how to set up privacy statement – Recruiting Management – 2341240

Anonymizing Candidate Profiles in Recruiting

To anonymize a candidate profile in Recruiting, we need to create a purge request in Data Retention Management.
Inactivity period: From last login date to current date, candidates who haven’t logged in to their accounts for the number of days configured as the inactivity period.

  1. Go to Admin Center- Data Retention Management. and Create New Purge Request
    Data%20Retention%20Management%20Create%20new%20purge%20request
  2. Select a purge request type as DRTM Inactive Candidate Purge.
    Name:     DRTM Inactive Candidate Purge
    Country: Select from dropdown
    Notification (Optional): select 7 days.
    Add Approvers: Search and add process owner based on requirements.
    Choose Launch Immediately. to launch the purge request immediately or Schedule. to schedule it for the later time.
    DRTM%20Inactive%20Candidate%20Purge

 

Anonymizing Candidate Application in Recruiting

 

To anonymize a job application in Recruiting, we need to create a purge request in Data Retention Management.

  1. Go to Admin Center- Data Retention Management. and Create New Purge Request
  2. Select a purge request type as DRTM Inactive Application Purge.
    Name:     DRTM Inactive Application Purge
    Define purge criteria: Job Application based on retention period. or Select Job Application to upload job application ID template.
    Country: select from dropdown.
    Add Approvers: Search and add process owner based on requirements.DRTM%20Inactive%20application%20purge
  3. Choose Launch Immediately. to launch the purge request immediately or Schedule. to schedule it for the later time.

Anonymizing Candidate Profile and Application in Recruiting (2H 2023)

Anonymize Candidate Profiles feature allow you to anonymize disqualified applications at the same time that you anonymize individual candidate profiles.

The system removes personally identifiable information from their candidate profiles and the personally identifiable information from disqualified application are anonymized after legal minimum period is reached when:
  • Applicants request candidate profiles for deletion.
  • Applicants revoke their acceptance of the data privacy consent statement (DPCS) after applying to a job requisition.
  • The candidate deletes the profile.

To check retention period configurations: If DRTM is configured. To validate current configuration- a) Period of Non-Acceptance of DPCS and b) Period of inactive.
Go to-> Manage Data-> DRTM candidate profile.
DRTM%20Candidate%20profile%20-%20Manage%20Data

DRTM Candidate profile – Manage Data

For specific condition, if we you need override this retention period and anonymize candidate profiles with their disqualified applications immediately,
Anonymize Candidate Profiles allows you to do both. If a candidate profile is already anonymized, the tool lets you find the applicant’s disqualified applications so that you can also anonymize them.

Anonymize Candidate Profiles and Applications:

This option will help you to anonymize an individual’s candidate profile and their job applications, including disqualified ones.

Anonymize Disqualified Applications for Anonymized Candidates:

This option anonymizes the disqualified applications for applicants whose candidate profiles have already been anonymized.

 

Anonymize%20candidate%20profile

Anonymize candidate profile.


Limitation: There is currently no way to Mass Delete/Anonymize Candidates. The “Anonymize Candidate Profiles and Applications” only allows a single candidate to be deleted at once. This is a product limitation

More information

Customers can also refer to the following Knowledge Base Articles to learn more:

  • Anonymize Candidate Profiles Feature – Recruiting Management: 2670133
  • DPCS 2.0 – how to enable version 2.0 of Data Privacy Consent Statement and how to set up privacy statement – Recruiting Management  2341240
  • When is application considered “inactive”: 2325887
  • Is it possible to anonymize internal candidate profile: 2166373
  • Setting up Recruiting Data Privacy Consent Statement (DPCS) 2.0: 2341240
  • Setting up Data Retention Management: 2088065
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