GDPR configuration

Hello Astra offers the possibility of a wide configuration of settings for storing, processing and archiving candidate data. The functions were consulted with certified data protection officers, and our clients successfully passed demanding ISO audits for various industries and levels of requirements.

When creating a company account, we provide our users with default settings for the processing of personal data of candidates, which can be adjusted both in the implementation process and later - in the Admin Panel.

Consent validation period

On the configuration screen, it is possible to set the data processing period for both consents to future recruitment processes organized by the company and the process for which the candidate has applied.

The period of data processing in the event of consent to participate in future recruitment processes can be set in the "Future recruitment processes" section, by default it is 2 years, and a maximum of 10 years.

The period of data processing in the case of consent to participate in the current recruitment process (the process for which the candidate applied) can be set in the "Current recruitment process" section, by default the data is processed indefinitely (empty fields), but this period can be limited from 1 month to 10 years.

Data archivization

After the consent has expired, the candidates' data can be archived in the event of e.g. court cases related to the recruitment process. This is an optional feature, disabled by default. To enable it, check the "Archive personal data for purposes of court claims" box in the "Data archivization" section. The maximum period of keeping data in the archive is 10 years.

The data stored in the archive is anonymised (it happens at the moment of the candidate's consent expiry) and irreversibly deleted when the archiving period expires. If the user does not express the will to archive the data, the data is deleted upon the expiry of the consent and it is not possible to recover it.

Temporary profile

There is a possibility to create temporary profiles of candidates in the system. These are profiles available for a specified number of days, and their creation does not require the consent of the candidate for the processing of personal data.

Thanks to this, you can register in the system the fact of contact with the candidate and thus leave a trace for other team members that you are talking to him and, although he has not yet decided to submit the application, you are on the way to involving him in the process.

After obtaining the consent of the candidate, the temporary profile will automatically be converted into a standard profile. If the period of validity of the temporary profile expires before obtaining the consent, it will be deleted.

Project closing

By default, when the project is closed, the data of the candidates involved in the project will be deleted or anonymized. However, in the "Project closing" section in the GDPR> Config tab, you can set the data retention period after closing the project.

The functionality is useful if we need a little more time to obtain additional consents (e.g. for data processing for the purposes of future projects organized by the company).

Default language

On the GDPR > CONFIG view, you can also set the default language of the consent and information clause. English is initially selected. We display approvals in the default language if we do not add translations of the selected languages, despite the launch of the career page for them.