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GDPR - Available Tools in Carerix

Complete overview of all GDPR tools and features in Carerix

How does Carerix help with GDPR compliance? Carerix offers a complete suite of tools to make your organization GDPR-compliant. This article describes which tools are available, what they do, and how to deploy them.

💡 Quick Overview: GDPR tools in Carerix are divided into 6 categories: Consent Registration, Anonymization, Trigger Automation, Reporting, User Rights, and Integrations.

Tool 1: Consent Registration Panel

What Does This Do?

This is the core of GDPR compliance in Carerix. The registration panel in each candidate record allows you to:

  • Legal Basis: Choose the basis on which you process candidates (Consent, Legitimate Interest, Legal Obligation, etc.)

  • Basis Date: When was this basis established? (automatically filled at registration)

  • Basis Retention Period: How long can you keep this candidate? Carerix automatically calculates the expiration date

  • Consent Status: Yes / No / Not Yet Asked / Withdrawn

Where Is This Accessible?

  • In Carerix web application: Candidate → "Privacy Data" tab (if enabled)

  • Via REST API: All fields programmable via API calls

  • Via GraphQL API: Modern query language for advanced integrations

  • Via Carerix WordPress Plugin: Embed in your career website/application form

Practical Example

You find a candidate on LinkedIn (indirect source). You enter:

  • Basis: "Consent"

  • Retention Period: "2 years" (Carerix calculates expiration date = today + 2 years)

  • Status: "Not Yet Asked"

Carerix automatically sends an email to request consent. When the candidate clicks "Yes", status is automatically updated to "Yes" and you get an audit trail.

Tool 2: Email Templates with Yes/No Links

What Does This Do?

These are ready-to-use email templates you send to candidates:

  • "Request Consent" — For candidates found indirectly (LinkedIn, job boards)

  • "Consent Renewal" — Reminder that retention period is about to expire

  • "Withdrawal Confirmation" — Confirmation that candidate no longer consents

Each template contains two links:

  • [Yes, keep my data] — Click sets consent status in Carerix to "Yes"

  • [No, delete my data] — Click sets status to "No" and marks for anonymization

No email interaction needed — everything happens automatically in the backend.

ℹ️ Important: These links only work if you use email templates. Manual emails don't get auto-links.

Where Do You Find the Templates?

  • Library → Email Templates → Search for "GDPR"

  • Activate desired template (click "Activate")

  • Customize content to your preference

  • Test by sending yourself an email

Tool 3: Anonymization Tool

What Does This Do?

When a retention period expires and you haven't renewed consent, you can delete all personal data of the candidate in one click:

  • Name, first name: Deleted (replaced by "Anonymous")

  • Email, phone: Deleted

  • Address, social media: Deleted

  • Notes, communication: Deleted

  • But: You decide which fields to retain for reporting (e.g., match history, placement duration)

How Do You Anonymize?

Option 1: Manual Per Candidate

  1. Open candidate record

  2. Go to Privacy Data tab

  3. Click "Anonymize Candidate"

  4. Confirm (irreversible!)

Option 2: Bulk Anonymization via Trigger

  1. Set up trigger: "IF Basis retention period expires, THEN add to 'Anonymization Queue' group"

  2. Weekly anonymize all candidates in that group at once

Option 3: Bulk Anonymization via API

  • Program a nightly job to automatically anonymize candidates on expiration date

Configuration: Which Fields to Retain?

You determine per field group what to retain and what to delete:

  • DELETE: All PII (name, email, address, phone number)

  • DELETE: All consent fields

  • RETAIN: Candidate ID (for internal reference)

  • RETAIN: Match history (which positions matched)

  • RETAIN: Placement data (employer, date, duration)

  • RETAIN: Anonymization date (for audit)

See article Anonymization Tool - Activation and Setup for detailed setup.

Tool 4: Automation via Triggers

What Does This Do?

Triggers execute automated actions based on GDPR conditions. Some common ones:

Trigger: Reminder Email

  • IF: Basis retention period < 30 days

  • THEN: Send email "Consent Renewal"

Trigger: Change Status on Hire

  • IF: Placement approved

  • THEN: Set Basis to "Contract Performance", Retention Period to "7 years"

Trigger: Mark for Anonymization

  • IF: Basis retention period < today AND no contact for 3 months

  • THEN: Add to "Anonymization" group

Where Do You Set Triggers?

Settings → Application → Automation → Triggers → New

See article GDPR - Automate Your Processes with Triggers for examples.

Tool 5: Reporting & Monitoring

What Does This Do?

Specialized reports give you visibility into your GDPR status:

Report: "Candidate Consent History"

  • Shows all candidates with their current consent status

  • Filter on: "Basis retention period < 30 days" (candidates with expiring consent)

  • Filter on: "Consent Status = No" (candidates who have opted out)

  • Export to CSV for further processing

Dynamic Filters in Candidate List

  • "Basis retention period < 30 days" — Action needed soon

  • "Basis = No Consent" — Not yet asked

  • "Anonymization status = In Queue" — Ready for bulk anonymization

How to Use Reporting?

  1. Go to Reporting → Candidate

  2. Search for report by name (e.g., "Consent" or "GDPR")

  3. Set filters as desired

  4. Export to CSV or print

  5. Send weekly/monthly to GDPR compliance team

Tool 6: Social Browser Plugin

What Does This Do?

The Social Browser plugin lets you search for candidates on LinkedIn, XING, job boards, etc. You can configure:

  • "Exclude Photos": Automatically don't download photos to Carerix (many organizations do this to prevent bias)

  • Register Source: When you add candidate via Social Browser, "Source: LinkedIn" is automatically filled

GDPR Impact

By excluding photos and registering source, you have:

  • Less PII in Carerix (avoid unnecessary biometric data)

  • Clarity on how candidate was found (important for consent questions)

Tool 7: User Rights & Roles

What Does This Do?

You determine per user role who can see and edit GDPR fields:

  • Recruiter: Can READ consent status, but not edit

  • Team Lead: Can give consent, can initiate anonymization

  • Administrator: Can do everything: edit fields, anonymize, adjust triggers

  • HR Manager: Can anonymize and view reporting

How to Set Roles

Settings → Users → Roles → Per role: set "GDPR Rights"

See article User Roles for details.

Tool 8: Audit Trail & Logging

What Does This Do?

Carerix automatically records all GDPR actions in the audit log:

  • Who: Which user performed the action

  • What: Which field changed (basis, period, status)

  • When: Exact date & time

  • From/To: What was the old value, what is the new one

How to View Audit Trail?

Candidate → History tab → Scroll to "GDPR fields" section

Perfect for compliance with supervisory authority inspections.

Tool 9: REST & GraphQL API

What Does This Do?

You can access all GDPR fields programmatically via API:

  • REST API: Classic endpoints for consent queries & updates

  • GraphQL API: Modern query language for advanced integrations

  • Webhooks: Real-time notifications when GDPR fields change

Practical Use Case

You have an external Content Marketing Platform with candidate database. You want to:

  1. Push candidates from CMP → Carerix

  2. Automatically set basis and retention period

  3. Send consent status back to CMP

All of this is possible via GraphQL API.

See API documentation at carerix.com/api

Tool 10: WordPress Plugin for Web Forms

What Does This Do?

You can embed consent questions directly into your career website:

  • Checkbox "I agree to store my data for 2 years"

  • Candidate selects yes/no during application

  • Data goes to Carerix and consent status is automatically set

How to Set Up

The WordPress plugin can be downloaded from the Carerix application. See documentation at carerix.com

📌 Recommended Order:

  1. Read article GDPR Information for Administrators (10-step setup guide)

  2. Activate Privacy Settings (Tool 1)

  3. Configure Anonymization Tool (Tool 3)

  4. Set up a few basic triggers (Tool 4)

  5. Test on test environment

  6. Train your team

  7. Go live!

Related Help Articles

Questions?

Contact our support team at helpdesk@carerix.com with questions about these tools or for help setting up your GDPR strategy. We're happy to help!

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