Europe’s new General Data Protection Regulation is a vast new set of privacy rules intended to give Europeans more control over how their data is collected, stored, processed and transferred. Whether you are located in the EU, or located elsewhere but conduct business in the EU, all of your data processing activities that involve the data of EU citizens must comply with the GDPR, which comes into effect on May 25th 2018.
Beamery's Consent Management and Manual Anonymization features enable you to become fully GDPR compliant. For a step-by-step walkthrough of how to set up Beamery for complete compliance, your Customer Success Manager can take you through the 'Beamery Comply: Consent Management and Manual Anonymization - Implementation Checklist'.
Consent Management: Create consent statements in Settings, request an opt-in for existing candidates (using Campaigns that link to the consent capture form), request opt-ins for inbound candidates (by appending the consent statement to all forms), and track consent (as well as the time since consent) for all contacts via the People Grid.
Manual Anonymization: Anonymize archived contacts, and un-anonymize candidates who retract their initial request to have personal information deleted. Anonymization works like deletion, except we'll hide rather than delete the contact name, email, social URLs; so that we can identify, flag and block a previously anonymized contact from being accidentally added to the database.
A quick note before we carry on. While we have consulted legal teams specializing in data protection when updating features, Beamery is not a law firm and we do not provide legal advice specific to your organisation. All wording in images are for placeholder purposes only and we recommend that you review all wording with your legal counsel and Data Protection Officer, or equivalent.
Setting up consent management:
Set up your consent statements via the Compliance section in Settings. This text will be shown to candidates on consent capture forms, and in forms for Beamery Pages customers.
There are three sections, all of which are required fields:
Requesting consent from inbound candidates:
You will see a new GDPR opt in question in form builder. Ticking the box and publishing the form will make the consent statement visible on the form as a required question for the candidate to answer. By enabling the GDPR opt in question, the ‘Location’ field becomes a requirement for candidates, so you can track and manage consent for candidates that are in EU countries.
The GDPR opt-in section can be left blank; your default compliance statements (already filled out in your Compliance Settings) will populate these fields automatically when published. But, you can overwrite your default compliance statements if needed by completing the necessary fields (as per the image above).
Requesting consent from existing candidates:
Creating a consent email loop for candidates:
Candidates should be able to opt out as easily as they opted in, and they can do this by revisiting the consent capture form at any time through the same button or link. You might consider sending a consent confirmation campaign to candidates who have opted in and including the button or link in this message too.
Tip: To find these GDPR-related campaigns in your Campaigns list, filter by ‘GDPR Campaigns’, which will display all active campaigns that include the opt-in link or button variables.
Tracking consent in your database:
Consent is captured in two, filterable fields, which you can find as separate columns in your People grid:
You can use these fields to filter candidates who have either opted out, or candidates who last consented beyond a certain period of time (who you can then archive or delete to keep your active database clean, and mark them as 'Do not contact' from their profiles).
When a contact is anonymized, all of their data is deleted from the Beamery database, aside from name, email and social URLs, which are hidden. These are kept in order to check and prevent anonymized contacts from being accidentally added back into Beamery, with or without an email. Beamery prevents users from re-adding anonymized contacts into the database by flagging previously anonymized candidate profiles.
Super Admins, Admins and Team Members can anonymize contacts from their full profile via a two-step process to reduce the risk of accidental anonymization, where the user is required to archive the contact first, and will receive a warning to confirm the action when they are about to anonymize the contact. Anonymization is only possible for Archived contacts.
Super Admins can manually un-anonymize contacts from their profiles via the three-dot dropdown menu if contacts have requested to be un-anonymized. If a non-Super Admins needs to un-anonymize a contact having received the contact’s request, they can either ask the candidate to sign up via a form, or share the contact’s full profile URL with a Super Admin.
Once an anonymized contact has been un-anonymized or re-opts in via a form, the contact will re-appear as a standard profile with their name, email and social URLs. You will also see an activity card in their full profile indicating when the contact had been previously anonymized for full context.
Preventing anonymized contacts from being added back into Beamery:
If someone on your team tries to add an anonymized contact into Beamery either manually, or when sourcing via the Extension, they are redirected to the anonymized full profile, and are prevented from being able to re-create an anonymized contact.
Heads-up: Our team has been working very hard for the past few months on a new navigation for the Beamery app. This is coming at the end of the month, and we will be discussing this in further details as we are getting closer from the release date.
In the meantime, with this release, we have been focusing on improving our Talent Marketing product:
Under the list of active campaigns, you can now see all past campaigns a contact has been a part of.
Similar to active campaigns, you can click on the campaign name to see details within the Edit Campaigns page, and click on the touch to view touchpoint analytics.
We have also updated the touchpoint states, such as 'Sent', to include more detail. You can now see if the touch was opened, clicked on, replied to, and whether it bounced, was deferred or undelivered.
There are three enhancements as part of this release:
1. You can now change the header color for all blocks to match the color of the body copy.
2. In addition to the existing options to format the body copy in blocks, you can now:
3. The text color of the hero block is no longer limited to white. You can choose the text color for the header and subheader that works best with your chosen background image.
The site notice can be used to present additional information which customers want to share with candidates, such as legal statements and disclaimers. You can include further links and format the text to match the page or form.
The social media icons that customers can choose from are: Facebook, LinkedIn, Twitter, Instagram, YouTube.
Finally here is a sample of the things we are currently working on and that will be available soon:
completed campaigns in profile
With this first release of 2018, we are happy to introduce two new features.
The first one helps Beamery customers to better manage their data, the Recruiter experience, and, crucially, compliance requirements. This feature is available for customers on the Enterprise Plan.
The second feature, requested by many customers, will make life easier for our recruiters, talent marketers, and sourcers by providing visibility of all active campaigns for a candidate for the first time. This feature is available to all customers of the Talent Marketing module.
Beamery’s Private Fields enables customers to use custom fields in a compliant, secure and scalable way.
In addition to the functionality of custom fields, Private fields allows customers to:
Beamery Admins can manage access to each custom fields based on their permission level.
For more information on how to use and configure your custom Fields, please refer to our help docs.
Customers using Campaigns can already add candidates to campaigns from the Full profile, Mini profile and the web extension. Previously, to check which active campaign(s) a candidate is in, they would need to check each campaign individually.
With the Active Campaigns in Profile feature, users can now view a list of active campaigns the candidate is in, remove them from the campaign and click through to edit the campaign, directly from the candidate's profile.
Active Campaigns in Profile
Filters: Autocomplete for Organisations should be only returning results based on name searching, not on any other basis
With this release, we have re-invented our own extension and brought in all the power of the mini profile right into your browser.
We are excited to announce that in this release our Chrome Extension is as powerful as the mini profile! This will give recruiters the essential tools without moving to the main app.
Our new Chrome Extension provides recruiters with more capabilities than ever before.
With more information readily available, and access to every aspect of the mini profile while sourcing, there's less need to break your workflow and log into the main applicai.
If you would like to join the beta customers, provide your feedback, and enjoy the new extension ahead of all other customers, please contact your Customer Success Manager who will arrange for you to get the extension setup.
The new extension will become available to all customers in a couple of weeks. The update will be done automatically. Depending on your security settings, you might be prompted by Chrome to update your old extension.
Following are some of the additional features added. A complete description will be available in help documents once the extension is released
Search your database from the chrome extension to see whether you already have a relationship with a candidate. If they do, you'll be able to see all their information without leaving the extension.
You can now view work history as well as manage vacancy stages in the extension, just like in the mini profile.
Add quick notes and tasks, and see a summary of the most recent ones from your team.
No longer do you have to click on the full profile to see existing files like resumes. You can view full list of files that are attached to a candidate profile without leaving the extension.
Resumes are now parsed directly and immediately from within the extension. You can 'refresh' data from enrichment and resumes directly into the extension.