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Candidate consent

This article explains how candidate consent works in JOIN and what it means for your recruitment process and data privacy compliance.

Candidate consent is required to ensure compliance with GDPR and similar data protection regulations. JOIN automates the consent request process for candidates that are manually imported, and tracks their status to ensure recruiters only engage with candidates who have explicitly agreed to data processing.

JOIN checks for duplicate candidates by email. If a manually imported candidate already exists for the same job, a validation error is shown. If they later apply directly, their manual application is deleted in favour of the direct one.

Where to view consent status

JOIN makes it easy to identify whether a candidate has given consent. Consent status appears on the candidate card, and in the candidate profile. To make it easier for you to monitor consent across all applications, you can also see a dedicated GDPR Status column in the applications table.

If consent is still pending, the profile will display Consent requested. Once the candidate responds, the status updates to either Consent given or Consent rejected, as shown in the left panel of the candidate profile.

Managing candidate data

Candidates have the right to withdraw their application or delete their application at any time. If they do, JOIN will automatically and permanently delete all of their data from your account, in accordance with GDPR regulations.

As a recruiter, you can also delete candidate data manually:

Remove application

As a recruiter, you can remove a candidate’s application from a specific job. If a candidate has applied to multiple jobs in your company, removing their application from one job does not delete the candidate’s full profile—only their application to that particular job.

To remove an application:

  1. Go to the Applications sub-tab under the relevant job

  2. Select the checkbox next to the candidate(s) whose application you want to remove

  3. Click the More options menu at the bottom of the screen

  4. Select Remove applications

This action only affects the candidate's application for the selected job. If the same candidate has applied to other jobs, those applications will remain intact and must be removed individually if needed.

Delete candidate

You can also permanently delete a candidate's entire profile from your account. This will remove all applications submitted by that candidate across jobs.

To do this:

  1. Open the candidate’s profile

  2. Click the ...More menu in the top-right corner

  3. Select Delete candidate

This action is permanent and will erase the candidate’s profile and all associated job applications from your JOIN account.

Candidate-initiated deletion or withdrawal

Candidates can take action on their own data by:

  • Withdrawing their application to a job

  • Deleting their JOIN profile

If either occurs:

  • JOIN automatically deletes all relevant data from your account

  • You’ll be notified when this happens

If you’ve stored this candidate’s data outside of JOIN, it's your responsibility to ensure it is deleted or managed according to your local data protection regulations.

Legal background and responsibilities

JOIN provides automated tools to help you comply with data protection laws, but it’s important to note:

The information provided in this article does not constitute legal advice. Always consult your legal counsel for compliance guidance relevant to your jurisdiction.

Candidates are shown and must agree to JOIN’s Privacy Policy and Terms when applying:

You can decide, based on your local legal requirements, when to remove candidate data from your account if no consent is given.

JOIN automatically handles consent for candidates who apply directly through a job posting on the JOIN platform or via partner job boards.

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