In this article, you will find some useful templates related to data privacy that you may use in your own system. Please note that the templates use mScript – merge tags that automatically fetch and incorporate your system’s information.
For the candidate – a template for obtaining consent
Hi, @candidate.firstName,
Your integrity is something that we value highly, and to assure that it is looked after in accordance with the new legislation on data protection that is about to come into effect shortly, we ask you to log in to your profile in our system and to approve the general terms of service and the terms regarding data privacy and cookies. If you have already done so, then please ignore this email message.
You can easily log in to your profile by pressing this link:
@candidate.singleUseLoginLink
If you would not agree to our terms, you may instead delete your profile after having logged in – this will have your profile deleted immediately from our system. If you do not log in to your profile within a certain period, we will need to delete the profile for you.
You are also able to change the information that you have already entered into the system directly from your profile or remove some of it if you would wish to do so.
If you have any questions, just contact us.
Have a good day!
Best regards,
@user.firstName @user.lastName
@user.title – @user.corporationNameE-mail: @user.email
Phone, office: @user.officePhone
Phone, mobile: @user.mobilePhone
For candidate – template for candidates that are to be deleted automatically
Hi, @candidate.name,
With regards to your candidate profile in the @corporation.name system, with user name: @candidate.email.
We are contacting you today since your profile has been in our database for 2 years.
Data integrity is something that we value highly, and we do not want to store your personal data longer than there is use for it. Your account will therefore be deleted shortly unless you prove yourself to be an active user in the system.
To avoid deletion from the system, please press the following link to log in: @candidate.singleUseLoginLink
Once logged in, navigate to your Settings view. Here, you will find something called Automated deletion, and you can press Edit to deactivate the deletion of your profile.
If you do not want to remain in our systems, there is no need for you to take further actions, but your profile will be deleted.
If you wish to get a copy of your profile before it is erased, you need to do this before deletion. You do this by logging in using the link above and then entering into your profile Settings. Here, you will find a button called Download profile. Press it to download your profile in a portable data format.
If you have any questions, you are welcome to contact us.
Best regards,
@corporation.name
@corporation.logo
For candidate – template for obtaining consent from the candidate that has been registered manually/retrieved from the third party
Hi!
We, at @corporation.name, have added you to our candidate database and are sending you this email message to inform you about it and to provide you with a username and password for you to be able to log in. There may be several reasons for us to enter candidates into our system this way, and some of these may be that:
- You have contacted us by phone or met with us at a personal meeting, and we would like to add you to our system.
- You have applied for a job by sending us an email message.
- We have found your profile on LinkedIn and have added you to our system from there.
- You are a candidate employee for one of our job positions, but you haven’t yet been entered into our systems.
- You are to be working for us as an employee within the near future, and we need you to register your profile in the system to be able to, for example, register worked hours.
You may, of course, ask us to delete this profile, or you may do it yourself at any time by logging in if you would not wish to remain in our systems.
To access your profile, just press this link: @candidate.singleUseLoginLink
In addition to filling out the missing information, you may also navigate to Settings in order to delete your profile.
If you have any questions, you are welcome to contact us or reply to this email message.
We hope you will take the time to fill out your profile as completely as possible since it makes it easier to get an overview of your competencies and background. Remember that if you have a LinkedIn profile, you may use it to fetch information in no time.
Have a great day!
Best regards,
@corporation.name
@corporation.logo