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PII anonymization for imported pipeline candidates

Rival Recruit can automatically anonymize personally identifiable information (PII) on candidate profiles that were imported into the system — not candidates who applied through your CX Career Site. This helps organizations meet GDPR and data privacy compliance requirements by ensuring imported candidate data is not retained indefinitely.

Anonymization applies to profiles stored in the Pipeline column for any given job. After a configurable retention period, the system permanently removes identifying information from these profiles while preserving the record for tracking and reporting purposes.

Who is affected

Anonymization applies only to imported pipeline candidates — profiles that entered the system through one of these paths:

  • Source with ROSI (Embedded Search)
  • Chrome Extension
  • Manual candidate upload

Candidates who applied through your CX Career Site are never affected, even if their profile was also imported.

How it works

When the feature is enabled and the configured retention period expires, a nightly batch job identifies qualifying pipeline profiles and anonymizes them automatically. Anonymization is permanent and irreversible.

The system performs the following actions on qualifying profiles:

  • Masks identity fields — The candidate's name is replaced with "Candidate #[ID]" and their email is replaced with a system-generated placeholder address.
  • Clears personal data — Phone numbers, addresses, resume text, and other sensitive fields are removed.
  • Deletes related records — Attachments, comments, evaluation data, and other linked records are permanently deleted.
  • Preserves tracking records — Disposition history, hiring stage records, and pipeline records are kept for reporting purposes, with PII removed.

If a candidate was both imported (pipeline) and applied via your CX Career Site, only the pipeline record is anonymized. The CX application record and shared contact information remain untouched.

Enable PII anonymization

  1. Navigate to Settings > Data Privacy.
  2. Set the Retention Period. Available options are:
    • 30 days
    • 60 days
    • 90 days
    • 180 days
    • 365 days
  3. Click Enable.

    Warning: Enabling anonymization is irreversible. Once a profile is anonymized, the data cannot be recovered. Review the retention period carefully before enabling.

Once enabled, the nightly batch job runs automatically. You do not need to take further action.

Error reporting

If the anonymization job encounters an error processing any profile, the system generates an error report. Administrators can review the report to identify profiles that were not successfully anonymized and take corrective action.

What anonymized profiles look like

After anonymization, the Candidate Resume Profile (CRP) page displays:

  • Name shown as "Candidate #[ID]"
  • Email shown as a system-generated placeholder
  • Resume content, phone numbers, and addresses removed
  • Disposition history and hiring stage records preserved

Prerequisites

  • The Data Privacy setting is available to administrator users only.
  • This feature is currently in Beta. Contact your account representative for more information.

Key information

  • Anonymization is permanent and irreversible.
  • Only imported pipeline candidates are affected. CX applicants are never anonymized.
  • If a candidate has both an imported profile and a CX application, only the imported (pipeline) record is anonymized.
  • The nightly batch job processes qualifying profiles automatically after the retention period expires.
  • Anonymized profiles remain in the system for reporting and tracking — the record is not deleted.