Configure candidate and talent anonymization

Control when flair anonymizes candidate and talent records in Salesforce. You can configure retention periods, remove related data, include custom fields, or run anonymization manually.

Who can use this?

Salesforce Admins who manage recruiting data, Custom Settings, and fields in Salesforce Setup.

Before you begin

• Confirm your organization's retention rules with your data privacy owner.
• Confirm that you can manage Candidate Setting, Talent Setting, and Candidate or Talent fields in Salesforce.

Understand automatic anonymization

Anonymization is enabled by default. A scheduled job runs daily at 1:00 AM and processes candidate or talent records that have reached their anonymization date:

1. flair overwrites every field tagged with the GDPR compliance group with a value for its data type.
2. flair marks the record as Anonymized.
3. flair removes related activities, documents, and Chatter posts according to your settings.

Review anonymization rules

flair calculates the anonymization date from the record and its double opt-in status:

Scenario	Anonymization period	Calculated from
Candidate without a linked talent	6 months by default	Record creation date
Candidate with a linked talent	The talent's anonymization date	Not applicable
Talent without double opt-in	6 months by default	Record creation or update date
Talent with double opt-in	24 months by default	Record creation or update date
Hired candidate	Never anonymized	Not applicable

When a candidate is linked to a talent, the candidate inherits the talent's anonymization date. Double Opted In Datetime records explicit consent to the longer default retention period of 24 months.

Review anonymized data

flair reads Compliance Categorization metadata and anonymizes every field tagged with GDPR. The default fields are:

• Candidate fields: First Name, Last Name, Email, Phone, LinkedIn, Cover Letter, and Coordinates.
• Talent fields: First Name, Last Name, Email, Phone, and LinkedIn.

Each supported field type receives this value:

Field type	Anonymized value
Text or Text Area	Anonymized
Email	Cleared
URL	Cleared
Phone	Cleared
Date	January 1, 2000
Currency	0.00
Number	0
Checkbox	Default value
Location (Geolocation)	0.0, 0.0

Related-data removal is controlled by these settings, which are enabled by default:

Data type	Applies to	Setting
Activities, including Tasks and Events	Candidates and Talents	Remove Activities on Anonymize
Recruiting Documents	Candidates and Talents	Remove Documents on Anonymize
Chatter Posts	Candidates only	Remove Chatter Posts on Anonymize

Configure anonymization periods

1. In Salesforce Setup, open Custom Settings.
2. Open Candidate Setting.
3. Click Manage.
4. Click Edit.
5. In No Talent Anonymization Period, enter the number of months for records without double opt-in. The default is 6.
6. In Double Opt In Anonymization Period, enter the number of months for records with double opt-in. The default is 24.
7. Click Save.

These values apply to candidates and talents. The talent anonymization flow reads the values from Candidate Setting.

Configure related-data cleanup

Configure candidate cleanup

1. In Salesforce Setup, open Custom Settings.
2. Open Candidate Setting.
3. Click Manage.
4. Click Edit.
5. Select or clear Remove Activities on Anonymize, Remove Chatter Posts on Anonymize, and Remove Documents on Anonymize.
6. Click Save.

Configure talent cleanup

1. In Salesforce Setup, open Custom Settings.
2. Open Talent Setting.
3. Click Manage.
4. Click Edit.
5. Select or clear Remove Activities on Anonymize and Remove Documents on Anonymize.
6. Click Save.

Include a custom field in anonymization

1. In Salesforce Setup, open Object Manager.
2. Select Candidate or Talent.
3. Open Fields & Relationships.
4. Select the custom field that contains personal data.
5. Under Compliance Categorization, add GDPR to the compliance group.
6. Click Save. flair includes the field in the next anonymization run.

Supported custom field types are Text, Text Area, Email, URL, Phone, Date, Currency, Number, Checkbox, and Geolocation. flair does not automatically anonymize an unsupported field type.

Anonymize records manually

Manual anonymization works even before a record reaches its anonymization date. Use it to fulfill an individual deletion request.

danger

Anonymization overwrites personal fields and can delete related data. Confirm the selected records before you continue.

Anonymize one record

1. Open the Candidate or Talent record.
2. Click Anonymize.
3. In the confirmation dialog, review the fields.
4. Click Anonymize to process the record.

Anonymize records in bulk

1. Open Candidates or Talents.
2. Select Candidates to Anonymize or Talents to Anonymize.
3. Select the records to process.
4. Click Anonymize.
5. Confirm the action.

Disable automatic anonymization

Turn off the scheduled job separately for candidates and talents when your organization's retention policy requires it.

warning

Disabling automatic anonymization can retain personal data beyond your organization's standard retention periods. Confirm the change with your data privacy owner.

Disable candidate anonymization

1. In Salesforce Setup, open Custom Settings.

   

2. Open Candidate Setting.

   

3. Click Manage.

   

4. Click Edit.

   

5. Select Disable Anonymization.

   

6. Click Save. Automatic candidate anonymization is disabled.

   

   

Disable talent anonymization

1. In Salesforce Setup, open Custom Settings.
2. Open Talent Setting.
3. Click Manage.
4. Click Edit.
5. Select Disable Anonymization.
6. Click Save. Automatic talent anonymization is disabled.

Related articles

• Manage candidates
• Restrict Recruiting Document visibility
• Manage permissions and access control