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Candidates & Talent Database

Manage candidate consent and data requests

Review consent, respond to request types, and distinguish status tracking from data actions.

Use a candidate’s Data Privacy tab to manage consent and requests when GDPR tools are enabled.

Before you start

You need access to the candidate and their profile tabs. Administrators handle workspace request-status changes and fulfillment actions. Confirm the requester's identity and the appropriate response through your organization's process before releasing or changing personal information.

Workspace configuration is covered in Configure consent and data-request tools.

Review or request consent

  1. Open the intended candidate and select Data Privacy.

  2. Review Data consent required. Change this only when the requirement for this candidate should change.

  3. When required, inspect Consent status: Pending, Waiting, Not responded, or Obtained.

  4. For a pending request, use Send consent email to open the composer, or copy the provided consent link. Review the recipient and message before sending.

  5. Record status changes only when supported by the candidate's response and your process, then review the saved state.

Waiting differs from withdrawn consent. Record Obtained only when supported by the candidate’s response.

Consent changes can affect candidate processing and availability. Review related workflows after changing a status.

Read the request type

Displayed request

What the team needs to handle

Information

A request about how the person's information is used.

Update Data

A correction request; review the requested fields and use the available Update action.

Export Data

A request for data export. This means export, not erasure.

Stop Processing Data

A request to retain the record but stop ordinary processing in CVViZ.

Delete Data

A request to remove the candidate from ordinary active records.

Requests use New and Closed tracking states. Closing a request by changing its status does not itself send an export, correct fields, delete a record or stop processing.

Handle a request

  1. Review the type, requester email, remarks and matching candidate.

  2. For information or export requests, prepare the response and use Email Candidate to communicate it. Review the recipient and content; this action does not generate a complete data export.

  3. For a correction request, use Update, verify the candidate and correct the approved fields.

  4. For a supported deletion or stop-processing request, review the matching record carefully before choosing Delete Data or Stop Processing Data. These actions affect candidate availability and close a fulfilled request.

  5. Review the outcome and record Closed only after your team has completed the required work.

Delete Data marks the candidate deleted in CVViZ. Stop Processing Data changes processing status. Handle backups, exports, provider mailboxes and other retained copies separately.

Troubleshooting

  • Tab missing: check enabled GDPR tools, profile-tab permission and candidate access.

  • Fulfillment action unavailable: check administrator authority, whether the request is New and whether it has a matching candidate.

  • Candidate not found: verify the request email and workspace; do not act on another person's profile to clear the request.

  • Closed too early: review the actual work rather than treating the status label as proof of fulfillment.

Need help?

Contact CVViZ support with the request/candidate reference, action, exact error and time/timezone. Share only the information needed to investigate.

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