Candidate data privacy tools for DPDP and GDPR
Recruiting collects CVs, phone numbers and ID documents. OneATS records consent, tracks every data request to a due date, exports or erases a candidate's data, clears old records on your schedule, and hides Aadhaar numbers from everyday view.
- Consent
- Request queue
- Export & erase
- Retention
Every request tracked
Access, correction and erasure requests land in one queue with a due date and an owner.
Retention on autopilot
Choose how long to keep candidates; older records are cleared on schedule, with a preview first.
IDs out of sight
Aadhaar previews show only the last four digits; the original is admin-only and every view is logged.
Consent
Consent recorded with every application
The application form shows your privacy notice and records the candidate's consent with the wording they agreed to. Optional consents, such as staying in your talent pool or receiving WhatsApp messages, are separate choices.
- Consent text and version stored with the application
- Talent pool and WhatsApp opt-ins asked separately
- Link to your own privacy notice
Request queue
A queue for access, correction and erasure requests
Candidates can send a request from the application status link you email them. Each request appears in Settings → Privacy with its type, the candidate and a due date (30 days by default, which you can track against). Assign it, add notes and close it when done.
- Access, correction and erasure request types
- A due date on every request, with overdue highlighting
- Requests due soon appear in admins' morning digest
- Every action audit-logged
Export & erase
Export a candidate's data, or erase it, in one step
For an access request, download a ZIP of the candidate's profile, applications, documents and messages. Internal evaluator identities are left out. For erasure, OneATS removes that candidate's personal data from your company: CVs, documents, notes, messages and contact details. Your hiring statistics stay, without the person's details. Data another company holds about the same candidate isn't touched.
- ZIP export for access requests
- Erasure scoped to your company
- Notes and messages removed with the profile
- Hiring counts kept, anonymised
Retention
Keep candidate data only as long as you need it
Set how many months to keep candidates who were not hired. OneATS shows how many records each run would clear before anything is deleted, and each run is recorded in the audit log.
- Retention period per company
- Preview counts before enforcement
- Every run recorded in the audit log
ID masking
Aadhaar numbers hidden from everyday view
When a new hire uploads an Aadhaar card, OneATS reads the number and creates a preview with all but the last four digits blacked out. The preview is an image, so the hidden digits can't be copied. If the number can't be read clearly, the preview is withheld rather than shown unmasked. The original stays encrypted; only company admins can open it, and every view is logged.
- Masked preview: XXXX-XXXX-1234
- Image-only preview with no hidden text layer
- Original encrypted, admin-only, every view logged
- Aadhaar numbers found in parsed CV text and data exports are masked too
Hosting & DPA
Hosted in India, with a DPA for UK and EU customers
Customer data is hosted in India. ID documents are encrypted on disk, and access is limited by role. A data processing agreement and a sub-processor list are published for customers who need them.
- Data hosted in India
- ID documents encrypted at rest
- DPA and sub-processors published
How it works
Candidate data privacy in 4 steps
- 01
Set your privacy notice
Add its link in Settings; the apply form shows it.
- 02
Choose retention
Pick how long to keep candidates and check the preview.
- 03
Handle requests
Work through the queue before each due date.
- 04
Verify IDs safely
Staff see masked Aadhaar previews; admins open originals when needed.
FAQ
Frequently asked questions
Does using OneATS make us DPDP compliant?
No software can do that on its own. OneATS gives you the tools for the recruiting part (consent, requests, export, erasure, retention and ID masking). Your policies and processes are still yours.
How long do we have to answer a candidate's request?
OneATS sets a 30-day due date by default so nothing is forgotten. Check the deadline that applies to you under the DPDP Rules (or GDPR) with your adviser.
What does erasure remove?
That candidate's personal data in your company: CVs, ID documents, notes, messages and contact details. Your hiring numbers stay, without personal details. For people you've converted to employees, the employee record stays but their documents and offer details are removed.
Can recruiters see full Aadhaar numbers?
No. They see a masked preview. Only company admins can open the original, and each time is logged.
Where is the data stored?
In India. See Security and the sub-processor list.
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