Executive Summary

Permanent deletion of candidate data is a critical requirement for organizations subject to GDPR, CCPA, and other data privacy regulations. This article explains how PyjamaHR handles candidate deletion, what options are currently available, and best practices for ensuring compliance and data privacy. Learn how to manage candidate records, what "deletion" means in PyjamaHR, and how to handle requests for permanent removal.

Detailed Overview

What Is Permanent Candidate Deletion?

Permanent candidate deletion refers to the irreversible removal of all candidate data from your PyjamaHR account and systems, ensuring that no personal information remains accessible or recoverable. This is essential for compliance with data privacy laws such as the General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA), which grant individuals the "right to be forgotten."

Why Is This Important?

Legal Compliance: Failure to permanently delete candidate data upon request can result in significant legal and financial penalties.
Data Privacy: Protects candidate information from unauthorized access or misuse.
Trust: Demonstrates your organization’s commitment to respecting candidate privacy.

How Does PyjamaHR Handle Candidate Deletion?

Based on current customer conversations and support responses, PyjamaHR does not currently offer a self-service option for permanent candidate deletion from the Talent Pool. Deleting a candidate from a job removes them from that job, but their profile remains in the Talent Pool unless further action is taken by the PyjamaHR support team.

Key PyjamaHR Terms:
- Talent Pool: The central repository of all candidate profiles in your account.
- Delete from Job: Removes the candidate from a specific job but not from the Talent Pool.
- Permanent Deletion: Complete removal from the Talent Pool and all associated data.

Step-by-Step Guide: Managing Candidate Deletion Requests

1. Understanding Your Options

Delete from Job: Removes candidate from a specific job pipeline, but NOT from the Talent Pool.
Talent Pool Deletion: As of now, permanent deletion from the Talent Pool is not available as a self-service feature. You must contact PyjamaHR support.

2. How to Request Permanent Candidate Deletion

Prerequisites:
- You must be an account admin or have appropriate permissions.
- Have the candidate’s email address or unique identifier ready.

Steps:

Identify the Candidate(s):
- Go to the Talent Pool.
- Use the candidate’s email address to search for their profile. (Tip: Searching by name is possible, but email is more precise.)
Contact PyjamaHR Support:
- Email [email protected] or use the in-app chat.
- Provide the candidate’s email address and specify that you require permanent deletion for GDPR/CCPA compliance.
- Example request:
> "Please permanently delete the candidate profile associated with [email address] from our Talent Pool for GDPR/CCPA compliance."
Confirmation:
- Support will confirm when the deletion is complete.
- Keep a record of the confirmation for compliance purposes.

Screenshot Callouts:
- [Screenshot: Talent Pool search bar with email entered]
- [Screenshot: Support chat/email with deletion request template]

3. What Happens After Deletion?

The candidate’s data is permanently removed from your account and cannot be recovered.
The candidate will no longer appear in any search results or reports.

Advanced Usage & Best Practices

Batch Deletion: If you need to delete multiple candidates, provide a list of email addresses to support in a single request.
Document Requests: Always keep a record of deletion requests and confirmations for audit purposes.
Regular Audits: Periodically review your Talent Pool for inactive or outdated candidates and request deletion as needed.
Candidate Communication: If a candidate requests deletion, confirm with them once the process is complete.

Do’s:
- Use email addresses for precise identification.
- Clearly state the legal basis (GDPR/CCPA) in your request.
- Follow up if you do not receive confirmation within a reasonable timeframe.

Don’ts:
- Don’t assume deleting from a job removes the candidate from your system.
- Don’t share candidate data unnecessarily when making requests.

Troubleshooting & Common Issues

Common Scenarios

Q: I deleted a candidate from a job, but they still appear in the Talent Pool. Why?
A: Deleting from a job only removes them from that job’s pipeline. The profile remains in the Talent Pool.

Q: I can’t find the option to permanently delete a candidate myself.
A: Permanent deletion is not currently a self-service feature. Contact support for assistance.

Q: How long does permanent deletion take?
A: Support typically confirms deletion within 1-2 business days. If you don’t receive confirmation, follow up.

Q: Can I recover a candidate after permanent deletion?
A: No. Permanent deletion is irreversible.

Q: What if I accidentally requested deletion?
A: Contact support immediately. If the deletion has not yet been processed, they may be able to halt the request.

Comprehensive FAQ

Can I permanently delete a candidate myself?
No, you must contact PyjamaHR support.
What’s the difference between deleting from a job and deleting from the Talent Pool?
Deleting from a job only removes the candidate from that job. Permanent deletion removes all data.
How do I ensure GDPR/CCPA compliance?
Request permanent deletion via support and keep confirmation records.
Can I search for deleted candidates?
Once permanently deleted, candidates are no longer searchable.
Can I delete multiple candidates at once?
Yes, by providing a list to support.
How long does deletion take?
Typically 1-2 business days.
What information do I need to provide for deletion?
Candidate’s email address or unique identifier.
Will deletion affect reporting or analytics?
Deleted candidates will be removed from all reports.
Can I automate deletion requests?
Not at this time; each request must be made via support.
What if a candidate requests deletion directly?
Forward their request to support and confirm completion.
Is there a record of deleted candidates?
No, once deleted, all data is removed.
Can I delete my own user account?
Yes, by contacting support (see related article).

User Account Deletion: See How to Delete Your PyjamaHR Account
Data Export: Export candidate data before deletion if needed for compliance.
Talent Pool Management: Regularly review and clean your Talent Pool.
Privacy Settings: Review your organization’s privacy and data retention policies.

Key Takeaways

Permanent candidate deletion is only available via PyjamaHR support.
Deleting from a job does NOT remove the candidate from your system.
Always use email addresses for precise identification.
Keep records of all deletion requests and confirmations.
Contact support for any GDPR/CCPA-related data removal needs.

Still have questions?
Contact PyjamaHR Support or use the in-app chat for assistance with permanent candidate deletion and compliance.

This article is based on real customer conversations and current PyjamaHR capabilities as of June 2024. For feature updates, check the PyjamaHR Release Notes.

Permanent Candidate Deletion in PyjamaHR for GDPR & CCPA Compliance: What You Need to Know