Enabling Data Privacy

The functionality is enabled by following these steps:

1. Enable in Provisioning.
2. Grant permission to manage Data Privacy Consent Statements in Admin.
3. Create and maintain Data Privacy Consent Statements.

Note

There are two versions of the Data Privacy Consent Statements functionality in SAP SuccessFactors Recruiting Management. The 1.0 version was deprecated years ago and if a customer is still using it, there are a few extra steps that need to be completed before migrating over to the 2.0 version. Please see the relevant section in the Setting Up and Maintaining SAP SuccessFactors Recruiting guide for details.

To enable the functionality in Provisioning, complete the following steps:

1. Navigate to Provisioning → Company Settings and enable Data Privacy Consent Statement 2.0.
2. Navigate to Provisioning → Manage Recruiting → → Edit Candidate Privacy Options → Data Privacy Settings and then enable, at minimum, the following options for Data Privacy Consent Statement 2:
   1. Enable external data privacy agreement set up, and require acceptance on external candidate registration.
   2. Enable internal data privacy agreement set up.

Once you enable Data Privacy Consent Statement 2.0, there are a few predefined statuses that are automatically added to your Applicant Status Set:

• Declined DPCS
• Deleted On Demand By Admin
• Deleted On Demand By Candidate
• Withdrawn By Candidate

The Data Privacy Consent Statement 2.0 functionality is designed to be configured pre go-live. It is highly recommended to configure the default statement in Admin immediately after the Provisioning settings have been enabled. This will prevent candidates from getting an error at login.

Admin users need to have relevant permissions assigned in order to configure and use the Data Privacy Consent Statement.

To grant permissions, proceed as follows:

1. Navigate to Admin → Manage Permission Role → Select Role → Permissions → Administrator Permissions.
2. Enable the following permissions:
   1. Manage System Properties → Data Privacy Consent Statement Settings - Data Privacy Consent Statement Settings
      • A user with this permission is able to access the Data Privacy Consent Statement functionality in Admin Center
   2. Manage Recruiting
      • Manage external data privacy consent statements – user can manage Data Privacy Consent Statements for external users
      • Manage internal data privacy consent statements – user can manage Data Privacy Consent Statements for internal users
      • Country/Region Specific Consent Settings – user can set up country/region specific options for candidates
      • DPCS Accept on behalf of candidates – allow Admin users to accept the Data Privacy Consent Statements on behalf of the candidate

Please note that you can check the boxes for both Manage external data privacy consent statements and Manage internal data privacy consent statements in RBP, even if the internal option is not enabled in Provisioning. However, when you create a statement, the "Recruiting Internal" option will not appear if the internal option has not been enabled in Provisioning.

Remember that this step should be completed as soon as possible after the Provisioning settings have been enabled. If there is not a statement to present, candidates will get an error and will not be able to proceed.

To create a new statement, follow these steps:

1. Navigate to Admin → Company Settings → Data Privacy Statement..
2. Select Create New Statement.
3. Enter Name – this will be the name of the Data Privacy Consent Statement. It cannot be changed once it is created.
4. Select Type – it contains the following options:
   1. Login - Displays when a user first logs in to SAP SuccessFactors and must accept the statement in order to use SAP SuccessFactors. This statement is a platform privacy statement, and not specific to Recruiting.
   2. Recruiting Internal - Displays before an internal candidate completes a candidate profile or applies for a job. If you enable the permission to Manage internal data privacy consent statements in RBP, but the Internal Privacy option is not enabled in Provisioning, this option will not appear.
   3. Recruiting External - Displays before an external candidate can create a candidate profile. The candidate must accept the statement to proceed.

5. Enter Redirect URL for Decline - This field allows a URL to be configured where candidates will be redirected to when they decline the Data Privacy Consent Statement. If no URL is added here, candidates who decline the statement will be redirected back to the home page. Typically, a URL that takes candidates to company corporate privacy policy page or a hosted page is configured here. This is to inform candidates they must accept the Data Privacy Consent Statement in order to proceed with the application process.

6. Select Assigned Countries/Regions - When a candidate's country/region of residence matches the country configured for the statement, that specific statement displays. You can only configure one statement per country for each type of statement (Login, Recruiting internal, and Recruiting external).
7. Set this as system default statement - This checkbox is used to create your default statement that is presented if the candidate's country of residence does not have its own statement.

Once the above steps have been completed, you will need to input the actual statement message and any applicable translations.

To input the actual statement message and any applicable translations, follow these steps:

1. Select Statement Message.
2. Enter a Title – this will be shown to candidates.
3. Insert Statement Message.
4. Click Print Preview – allows to display a preview of the statement.
5. Select Add Language – if you wish to have a statement in a different language, enter the text here. It’s important to know that languages appear here if they are active in "Manage Languages" since Data Privacy Consent Statement 2.0 is a platform functionality. However, languages are only selectable for candidates if the language has been enabled in Recruiting Management via "Manage Recruiting Languages" and in Recruiting Marketing via "Site Locales".
6. Select Save as Draft – this allows you to save a draft version, that can be updated later.
7. Select Save & Publish – this will push out to career sites immediately. Each time a statement is published, it creates a new version of the statement, which must be accepted by existing candidates when they log in to their profile.

After the default statement has been published, you can configure any additional country specific statements you may need.

Remember that the Recruiting Management statement is based on the candidate’s country/region of residence.

The following features are available for Data Privacy Consent Statements:

• DPCS Activation: To activate or re-activate a Data Privacy Consent Statement, select the checkbox in the Active column. This will enable the statement, whereas clearing the Active checkbox will de-activate the statement.
• DPCS Edits: To edit a Data Privacy Consent Statement, click the Data Privacy Consent Statement name in Admin Center → Data Privacy Statement. When editing a Data Privacy Consent Statement, you are not allowed to change the name or the type of the Data Privacy Consent Statement. You are allowed to change the Redirect URL, message content, and country assignments.
• DPCS Deletion: To delete the Data Privacy Consent Statement, click the trash icon.

Occasionally, candidates are added to Recruiting Management without creating their own accounts and without seeing the configured statement. This issue happens when an employee refers, or an agency submits, a new candidate as well as when the add candidate functionality is used.

Users can set country-specific options on whether this type of candidate (internal or external) who hasn’t seen or accepted the current statement can progress through the pipeline. These settings also apply to any candidate who has accepted a statement, but not the most recent update.

The following permission is needed to be able to work with country-specific consent settings: Admin Center → Manage Permission Role → [Select Role] → Permissions → Administrator Permissions → Manage Recruiting → Country Specific Consent Settings.

To manage candidate access: Select Admin → Manage Recruiting → Country Specific Consent Settings and then complete the information for the selected countries.

If you select Don’t Allow, the user will not be able to update the candidate status until the new or updated Data Privacy Consent Statement has been accepted, either by or on behalf of the candidate.

If you select Allow After Confirmation, when a user is updating the candidate status, a warning message will pop up that says, "Allow candidate(s) who have not yet accepted latest DPCS statement". The warning message will be shown for both newly added candidates and those who haven’t accepted the most recent version of the Data Privacy Consent Statement. If the user checks this box, they will be able to proceed in updating the candidate status.

To gain access to different versions of statements, follow this process:

1. For versioning proceed as follows:
   • Click the View History link.
   • In the Version column, click a version number to see a read-only view of that version.
2. To perform auditing, click View History → View Log.
   • You can either search for a specific user or view all users that have either accepted or declined.
   • You can also download a report to view all that have accepted.

If the number of returned records exceeds a set threshold (10000), the system sends the report request to the server and the administrator receives a link to download the report.

The candidate search based on the Data Privacy Consent Statement is an admin opt-in feature for DPCS 2.0 customers. This functionality allows the candidate to be searchable only if they have accepted the Data Privacy Consent Statement. This feature can be leveraged by DPCS 2.0 to ensure that the candidates who have not accepted at least one version of the data privacy statement are not returned in the candidate search results.

This functionality has to be enabled in Provisioning → Manage Recruiting → Edit Candidate Privacy Options → Data Privacy Settings → Enable both internal and external options.

In Admin, to display only those candidates in the candidate search results who have accepted the Data Privacy Consent Statement at least once, navigate to Admin Center → Manage Recruiting Settings → General Data Privacy Settings → Allow Recruiting users to access candidate information if they have accepted one of the versions of the Data Privacy Consent Statement.

Enabling this option also ensures that the candidates who didn’t accept at least one version of the Data Privacy Consent Statement are unsearchable. If the option is disabled, all candidates are searchable regardless of the Data Privacy Consent Statement acceptance.

This setting only appears in Manage Recruiting Settings if all prerequisites are enabled.

Applications that are created by the candidate before enabling the Allow Recruiting users to access candidate information if they have accepted one of the versions of the Data Privacy Consent Statement setting are still available in Recruiting Management pages.

The search areas that display candidate information based on the Data Privacy Consent Statement option are as follows:

• Advanced search
• Quick search
• Candidate tags
• Background elements
• Talent pools page – which is part of Candidate Relationship Management
• Email campaign page – which is also part of Candidate Relationship Management
• Manage Duplicate Candidates page - candidates who have not accepted at least one version of Data Privacy Consent Statement are not searchable in the autocomplete search box

Data should not be stored any longer than is required. In some cases, local/regional legislation may require purging of user data from your system after a certain length of time for data protection and privacy. In other cases, user may choose to purge user data simply because it no longer serves a business purpose.

Data retention time management (DRTM) is data purge solution that offers more complete coverage across the HCM Suite and the ability to configure different retention times for different types of data and different countries.

The Data Retention Management feature set allows users to configure the purge of candidate data from the system on a recurring schedule and based on configurable country specific retention times via the Data Retention Time Management feature set.

Purging data in the SAP SuccessFactors HCM Suite is irreversible, and as such is built to be a multi-step process requiring a request and an approval. This ensures oversight before records are permanently and irretrievably removed from the system.

The DRTM Master Data Purge type is included in the table below, as it is applicable for Recruiting when it comes to purging recruiting users and internal candidate profiles and applications. This master data purge permanently and irreversibly removes inactive users from your instance, along with their associated data from across the HXM Suite, including audit data.

The configured retention time for DRTM master data overrides the retention time that is configured for any other DRTM purge objects. However, this purge will not remove any Recruiting Management user, defined as "Any Job Requisition Approver, Interviewer, or Offer Approver" who is active in your Recruiting process. Their pending action will need to be dispositioned or transferred to another user before they can be purged. This is also referred to as "User Veto" and no configuration is needed for this.

DRTM Inactive Candidate Purge

For the DRTM Inactive Candidate Purge type, external candidates are purged based on the application status. The following criteria must be considered when purging candidates in SAP SuccessFactors Recruiting Management:

• When the profile is deleted by the candidate or by the admin
• The candidates who have not logged in for the configured retention time (inactivity time unit)
• The candidates who have not accepted the Data Privacy Consent Statement for the set retention time (period of non-acceptance of Data Privacy Consent Statement)

If the DRM 2.0 Candidate Purge: Do not purge Candidate Profile if there are existing applications in the system for that candidate" setting, shown in the figure, DRM 2.0 Settings, is enabled.

• When this setting is disabled, the candidate profile is purged regardless of the status of the applications that exist for the candidate.
• When this setting is enabled, the candidate profile is purged based on the status of the application that exists for the candidates in the table below.

The candidate profile won’t be purged for any in-progress applications. Candidates in a draft, closed, withdrawn, or disqualified status will be purged. For the "Requisition Closed" and "Hired on Other Requisition" statuses in particular, this will purge or not purge the candidate profile, based on the "Consider job applications with the status "Requisition Closed" for purging" and "Consider job applications with the status "Hired On Other Requisition" for purging" settings that you can see in the figure, DRM 2.0 settings. This is a newer functionality and previously candidates in these statuses were not purged. If you want to purge inactive candidates in these two statuses, ensure you have these options enabled.

Internal and external candidate application data purges are set up per application and based on their status as defined in the table below.

To configure Data Retention Time Management, proceed as follows:

1. Configure the anonymize attribute in the XML.
   • When data retention is triggered, any data flagged for anonymization will be anonymized from the records. Fields subject to anonymization must have the field-level attribute anonymize="true" defined in the Candidate Profile XML, Application XML, and Offer Detail XML. Not all fields support anonymization during the data purge. In the Offer Detail template, you can only set job application fields as anonymize="true". For a list of fields that supports anonymization, please see the Recruiting guide.
2. Schedule the Anonymization Job in Provisioning.
   1. Navigate to Provisioning → Managing Job Scheduler → Manage Scheduled Jobs.
   2. Click Create New Job.
   3. Select the Job Type RCM Entity Anonymization Job.
   4. Enter the job name, owner, and the schedule details for the job.
   5. Click Submit Job.

   This job anonymizes the data, and so must be configured. It is best practice to configure the job to run daily.

3. Enable DRM 2.0 in Admin Center.
   1. Navigate to Admin → Company and Logo Settings and enable Data Retention Management Minimum # of approvers. Optionally you can enter any minimum number of approvers as required.
4. Grant user permission.
   1. Navigate to Admin → Manage Permission Role → Administrator Permission → Metadata Framework → Manage Data. This gives the user the ability to access the manage data screens which is used to manage MDF objects in general, not just for data retention time management.
   2. Navigate to Admin → Manage Permission Role → User Permission → Data Retention Management and select DRTM Candidate Profile and all fields except the Field level override field. Do the same for the DRTM Job Application. The combination of these two permission sets grants user the ability to set up countries to use data retention time management and then configure data retention times for different countries for the recruiting objects.
   3. Assign DRM 2.0 permissions to use the functionality.
      1. Create the DRTM Data Purge Request, which gives the user the ability to create and submit a DRTM purge request.
         • Access to Data Retention Management
         • Ability to create a new request, cancel scheduled request, and delete
      2. Approve DRTM Data Purge Request, which gives the user the ability to approve a DRTM purge request
         • Access to Purge Request Monitor
         • Ability to approve/decline request
5. Upgrade to DRTM Recruiting Object. A user might already have this permission assigned, or the Instance might already have been upgraded.
   1. Navigate to Admin Center → Upgrade Center → Optional Upgrades → DRTM Recruiting.
      Note

      Permission to access Upgrade Center is granted in: Manage Permission Roles → Permissions → Administrator Permissions → Admin Center Permission → Manage Upgrade Center.

   If you do not see the feature on the list, the feature is already available in the instance.

6. Flag countries for use in DRTM.
   • Set the Data Retention Enabled field to Yes on each country that you will want to add as an element in the purge object. This configuration adds this country as an element in the purge object and job only.

To use the Data Retention functionality, proceed as follows:

1. Create the request.
   1. Navigate to Admin Center → Data Retention Management → Create New Purge Request. Select the purge request type, name it, select the countries this purge schedule should cover, and add approvers.
   2. You then have the option to launch immediately without reoccurrence or schedule with the different options. Either option used will send notifications to the approver(s) and will need approval before they expire in 14 days.
2. Approve the request.
   1. Navigate to Admin Center → Purge Request Monitor → Request Pending Approval.
      • Either type of approval (immediate or scheduled) will start on the Purge Request Monitor screen.