GDPR Consent Request

How to use the GDPR Consent functionality in Colleague.

GDPR Consent Requests

As standard, Colleague supports the business need to verify whether you have consent to store the personal data of an individual on your database.

This is managed via features made available from the Email form in Colleague.

When sending out an email to a Candidate or Contact, a User can select the below merge codes to be included in the body of the email:

MERGEGDPRCONFIRMCONSENT
MERGEGDPRREJECTCONSENT

These merge fields convert to be 'Yes' and 'No' links so that the recepient can click on the relevant option.

Alternatively, you can use the 'Request GDPR Consent' button on the email form:

This pastes the standard GDPR request text into the email body.

Within Admin > GDPR Maintenance (https://login.colleague7.com/Admin/GDPRTemplateMaintenance), you will be able to configure where the links take the recipients when pressed.

As standard they will go to:

Consent Given: https://www.colleaguesoftware.com/gdpr/consent_given.html
Consent Denied: https://www.colleaguesoftware.com/gdpr/consent_denied.html

Clients will often create web pages on their own websites with the relevant wording rather than use these Colleague branded responses.

You can also configure the standard text that is used when you click on the 'Request GDPR Consent' button within this area.

Our standard consent text reads: "We would like to hold your details on our system, please confirm if we have your consent: Yes | No"

When recipients click on the 'Yes' or 'No' links, it will update the Candidate or Contact record automatically (after about 5 mins from being pressed). You'll see the icons in the toolbar change and a notification will also be triggered:

You can then run searches across Candidates and Contacts using the 'Consent Given' Yes/No field and 'Consent Requested' Date field:

Candidate Search: https://login.colleague7.com/Search?sEntityType=Candidate
Contact Search: https://login.colleague7.com/Search?sEntityType=Contact

Consent Given field:

Consent Requested field:

This gives you way to build search results of Candidates/Contacts that have given or denied consent, and also recipients that have not confirmed either way.

For more information regarding data cleansing with Colleague, please contact the Support Team.

Email: support@colleaguesoftware.com

Telephone: (+44) 01603 735930