This guide explains how to create or update the privacy policy, which can be linked within the careers page and within each advertised role. It is important to note that the responsibility for the privacy policy lies with the data controller (your organisation), and not the data processor (Talos360).
Talos360 will provide a standard privacy policy template based on the usual processing of data; however, it remains the data controller’s responsibility to ensure the policy is accurate and reflects any specific data processing activities they undertake.
Data Fields
The privacy policy can be customised using variable data fields that automatically update based on the client's configuration. This means that if the configuration changes, the privacy policy will adjust accordingly. Below are the available data fields:
Data Field | Description |
##datapolicyclient## | This represents your organisation, the client. |
##datapolicyaddress## | This is the client’s (your organisation’s) address. |
##datapolicyperiod## | This denotes the length of the data retention period you set. |
Privacy Policy
All clients will be provided with a standard privacy policy upon deployment. This policy outlines how candidate data will be processed, stored, and deleted. By default, this policy does not account for:
Automated processing of personal data
Special category data collected for Equality, Diversity, and Inclusion (EDI) purposes.
If your organisation uses automated data processing or collects special category data as part of the recruitment process, you must provide your own customised privacy policy that reflects these activities.
Updating the Privacy Policy
The privacy policy can be updated at any time by an ATS administrator or with support from an authorised individual.
To request support for updating the privacy policy, submit a support ticket via email at [email protected]. The request should include the complete updated privacy policy, with any variable data fields mentioned.
If you prefer to make the changes yourself, please see the below steps on how to achieve this:
When signed into Talos go to the Manage Data Policy screen.
Enter your updated Privacy Policy within the text editor as shown on screen. You can also update the data retention period and the statement on this page too, if required:
Info: please see our Data Retention Period guide for more information on the Data Retention in Talos.
Updating the Policy on your Careers Page
When your policy has been updated in Talos, you may need to manually update your policy on your careers page.
If you have built your careers page within the Careers Page Editor tool in Talos, please go to our Create and amend your Careers Page guide and click on the 'Privacy Policy' section which will guide you through updating your policy on your careers page.
If you have a carers page that has been built and maintained by our Development team, the privacy policy will automatically update on your page and no further action is required.