Anonymization Tool - Activation and Setup
Why the Anonymization Tool?
When a candidate or contact no longer consents to having their personal data stored, you are obligated under GDPR (General Data Protection Regulation) to delete or anonymize their information. The Anonymization Tool in Carerix helps you do this in a secure and structured way, ensuring you remain GDPR compliant.
Setup and Configuration in 3 Steps
The Carerix Administrator must perform the following steps to configure the anonymization tool:
Step 1: Activate the Anonymization Tool
Go to Maintenance → Settings → GDPR Tools and enable the option "Anonymization Tool".
Note
This setting is only available to Administrators with full administrative rights.
Step 2: Determine Which Fields to Keep or Delete
After activation, a new page appears under Maintenance → Settings → GDPR Tools → Anonymization Tool Configuration.
Here you can configure per entity (Candidate, Contact) which:
Fields are deleted (e.g., name, email, phone number)
Fields are retained (e.g., placement history, evaluations — relevant for archiving)
This gives you full control over what gets removed and what becomes anonymized.
Step 3: Configure Access for Other Roles
By default, anonymization is only available to Administrators. Want to enable this functionality for other roles? Go to Maintenance → User Roles and enable the "Use Anonymization Tool" permission for those roles.
Availability in the Application
Once the anonymization tool is activated and configured, the anonymization feature is visible in two ways:
1. Anonymize Individual Records
Open a candidate or contact file and click the "Anonymize" button in their record. This immediately triggers the anonymization process for that person.
2. Bulk Anonymization (Multiple Records at Once)
In the candidate or contact overview:
Select multiple records you want to anonymize (checkboxes on the left)
Click "Choose Action"
Select "Anonymize Candidate" or "Anonymize Contact"
Confirm the action
Warning
Anonymization cannot be undone. Verify your selection carefully before confirming the action.
Automated Anonymization via Triggers
You can automate anonymization using triggers and GDPR statuses:
Trigger 14 "GDPR Anonymize": Automatically anonymize when consent period has expired
Trigger 55 "GDPR: anonymize candidate email": Send email to HR/owner that anonymization is pending
Email template 229 "GDPR: Anonymize Candidate": Notification to relevant parties
These triggers can be configured in your GDPR workflow so candidates are automatically flagged for anonymization when their consent period expires.
GDPR Statuses in Carerix
Carerix uses the following GDPR statuses:
Consent Given: Candidate/contact has given consent
Expired: Consent period has ended (standard: 1 year)
No Consent: Candidate/contact has not given or has withdrawn consent
Anonymize: Marks that this person should/can be anonymized
Related Articles
More information about GDPR in Carerix
Need help?
Contact helpdesk@carerix.com if you have questions about the anonymization tool or how to work GDPR-compliant in Carerix.