1. Right of access: The subject's right to obtain from the controller, the confirmation as to the processing of their data and furthermore request to access their personal information. 
   
2. Right to rectification: The subject's right to ensure that their personal data is accurate and updated as needed.
   
3. Right to erasure or be forgotten: The subject's right to ask the controller for the erasure of their personal data without undue delay.
   
4. Right to object and restriction of processing: The subject's right to object to the processing of their data and even restrict it if they so desire.
   
5. Right to data portability: The subject's right to obtain their information in a structured and machine-readable format or have their data transferred to another organization if feasible.
   
6. Right to be informed: The subject's right to be informed of how and why their personal data is being processed. Also, they have the right to know if the data is being shared with other third-party. This can be addressed by identifying the appropriate lawful bases to process data.
   
7. Right to be notified: In case of a data breach, the data subjects need to be informed within 72 hours of first having become aware of the breach.
   

Manual  

1. The data subjects can send requests to you in an email.
   
2. You can get the request on a call or orally, in person.
   

Automatic  

1. Send Data Request link via email.
   
2. The requests raised by your candidates will by automatically captured in Zoho Recruit.
   

Add Data Subject Requests Manually  

1. Click open the data subjects record in your Recruit account.
   The record could be in the Candidates, Contacts, or any other custom module for which GDPR Compliance is enabled.
2. Click Data Privacy.
   Under the Data Subject Requests section, click the Add Request link.
   
   
3. In the New Request popup, select a request and click Done.
   The request will be added to the record.

Handle Requests Within Zoho Recruit

1. Click open the data subjects record and click Data Privacy.
   
2. Under the Data Subject Requests section, click the Add Request link.
   
3. In the New Request popup, select Request to access data.
   
   
4. Click Done.
   The request will be added to the record.
5. Click Send email for the Request to access data.
   
6. In the email composer, select the email template with the merge fields and send the email.
   

Rectify (Right to Rectify)  

1. Click open the data subjects record and click Data Privacy.
   
2. Under the Data Subject Requests section, click the Add Request link.
   
3. In the New Request popup, select Request to rectify data.
   
   
4. Click Done.
   The request will be added to the record.
5. Click Send email for the Request to rectify data.
   An email composer will open, with a CSV file as attachment. The attachment contains the data subject's information that is available in the selected module.
6. In the email composer, draft the email and send.
   

Export (Right to Portability)  

1. Click open the data subjects record and click Data Privacy.
   
2. Under the Data Subject Requests section, click the Add Request link.
   
3. In the New Request popup, select Request to export data.
   
   
4. Click Done.
   The request will be added to the record.
5. Click Send email for the Request to export data.
   An email composer will open, with a CSV file as attachment. The attachment contains the data subject's information that is available in the selected module.
6. In the email composer, draft the email and send.
   

Stop Processing (Right to Stop Processing)

1. Click open the data subjects record and click Data Privacy.
   
2. Under the Data Subject Requests section, click the Add Request link.
   
3. In the New Request popup, select Request to stop processing data.
   
   
4. Click Done.
   The request will be added to the record.
5. Click Lock for the Request to stop processing data.
   
6. Click Yes, Proceed to confirm.
   The record will be locked. You cannot perform any actions for the record, as mentioned earlier.

Erase (Right to be forgotten)

Note

1. Users should have Manage Data Subject Requests permission to move a record to blocklist.
   
2. When a record is block-listed, all the records bearing the same email address will be deleted across all the GDPR enabled modules.
   
3. The block-listed records can neither be retrieved nor be viewed.
   
4. When a record is block-listed, it is deleted from Zoho Recruit. However, all the records associated to the block-listed record will not be deleted. The associated will be removed.
   

To lock and block-list the record

1. Click open the data subjects record and click Data Privacy.
   
2. Under the Data Subject Requests section, click the Add Request link.
   
3. In the New Request popup, select Request to delete data.
   
   
4. Click Done.
   
5. The request will be added to the record.
   
1. Click Lock to stop processing the data before deleting it.
   
2. Click Move to block-list to delete it from your Recruit account.
   In the Blocklist Record popup, click Move to blocklist.
   The record will be deleted and the email address will be added to the block-list.
6. Click Yes, Proceed to confirm.
   

Add Data Subject Requests Automatically

1. Go to Setup > Customization > Templates.
   
2. Select the Email tab and click +New Template.
   
3. In the Create Email Template section, select the module.
   
4. Click the Data Request icon
   
5. In the Add Link window, do the following:
   
6. Click Select all to add all the types.
   
   
7. Select the Language from the drop-down list and click Save.
   
8. Save the Template.
   
   

1. Go to the Record Details page and click Send Email.
   
2. In the compose window, click Data Request icon.
   Click Select all to add all the types.
3. Select the Language from the drop-down list and click Save.
   
4. Click Send.
   
   

Raise Data Request

1. Your candidates can click Data Request Link from the email.
   
   
2. Add a request of their choice.
   
3. Confirm the request.
   
4. This request will be captured in the Data Privacy section of the respective records.
   

The content presented herein is not to be construed as legal advice. Please contact your legal advisor to know how GDPR impacts your organization and what you need to do to comply with the GDPR.