How do I know which opportunities to anonymize in Lever?

Available for User roles All users. Can only be configured by Super Admins
Products All plan types, free of charge

Note: In the coming months, we will be migrating all existing customers to our updated user interface and data model. If your team began using Lever before July 15th, 2019, or if the screenshots below do not match what you see in your account, please visit this version of this article instead.

Please note: Lever does not give legal advice. If you’re looking for more information about whether your organization should be collecting data requests, please seek legal counsel.

Lever makes it easy to identify candidates in your pipeline that require anonymization, and then anonymize their data at a click of a button. This may happen either because their consent has expired, or they’ve reached out requesting you delete their data. Once you've identified the candidates to anonymize, you can anonymize them using the directions here.

Data Requests report

Your dashboard for “Data Requests” is this report designed to make sure all anonymization (and other) requests are addressed & resolved. If you filter by ‘Type’: Erasure, and ‘Status’: Open, you’ll be able to view all unresolved anonymization requests:

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From here, you can click on the candidate name to be brought to their opportunity, and you can anonymize from there.

Candidates who submitted requests for erasure will also appear as needing anonymization when filtering the candidate dashboard by ‘To be Anonymized’. Resolving a candidate's request for erasure will anonymize all of their opportunities as this request is relevant to all of a candidate's data, rather than an individual opportunity.

Anonymization Filters

In addition to being able to filter all opportunities by their GDPR status, there’s also a filter for “To Be Anonymized”:

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Candidates whose opportunities are expiring OR have requested anonymization will appear under this filter. If a candidates submits a request for deletion, they will be counted as needing to be anonymized ‘Today’.

Once you’ve identified the candidates or opportunities in your archive that need to be anonymized, you can either individually click into each of them to anonymize, or you can select them all and choose the option to ‘Anonymize opportunities' in bulk: 

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Please note: You can only anonymize archived opportunities

Anonymizing an Opportunity

When a candidate submits a rights request to delete their data, or their consent has expired, we’ll add a banner to the all of the candidate's opportunities letting any viewers know the current status and suggesting anonymization:

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Clicking on the “Anonymize” button to resolve a candidate's request for erasure will anonymize all of their linked opportunities in order to fulfill the candidate's request. Selecting the option from the ellipses dropdown will allow you to anonymize the individual opportunity.

Notifications

Lever will generate in-app notifications to the appropriate users:

  • When a candidates submits a new request to delete their data
  • When there are opportunities where consent is expiring within 30 days
  • When there are opportunities that already need to be anonymized

These notifications will be batched to make sure you can respond to all requests without being overwhelmed:

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Once enabled, Lever will also send a single weekly 'GDPR Digest' to users. This e-mail will only include opportunities owned by the user - each user will receive a different e-mail. Of opportunities that the user owns, this e-mail will contain:

  • Candidates that have a pending data request
  • Opportunities where consent is expiring soon
  • Opportunities that requires anonymization

To enable the weekly GDPR Digest, simply navigate to your email settings, and check the box for the type of notification you’d like to receive:

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Once enabled, you'll receive a single e-mail every Monday morning. If you have no opportunities that need an action taken, you won't receive the digest.

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