Privacy Policy for HRIS Text Messaging Functionality

Purpose This privacy policy outlines the handling of personal data associated with the use of text messaging functionality within the HRIS system, specifically for communication between recruiters and job candidates.

Scope This policy applies exclusively to authorized HR personnel and recruiters who access the text messaging feature within the HRIS platform.

Data Collected The system may collect and store the following candidate information for messaging purposes:

Full name

Mobile phone number

Job application status

Message content and timestamps

Use of Data Candidate data will be used solely for recruitment-related communication, including:

Interview scheduling

Application updates

Follow-ups and engagement

Access Control Only designated HR team members and recruiters will have access to the text messaging feature and associated candidate data. Access is managed through role-based permissions within the HRIS system.

Data Sharing No candidate data accessed or transmitted via the text messaging feature will be shared with third parties outside of the organization unless required by law or with explicit candidate consent.

Data Retention Message logs and candidate contact information will be retained in accordance with the company’s data retention policy and applicable employment regulations.

6.2024

Security Measures The HRIS system will implement appropriate technical and organizational measures to protect candidate data, including:

Secure transmission protocols

Access logging and monitoring

Periodic audits of user access and data usage

Candidate Rights Candidates may request access to, correction of, or deletion of their personal data by contacting the HR department. All requests will be handled in accordance with applicable data protection laws.

Compliance This policy is designed to comply with relevant data privacy regulations, including but not limited to:

CCPA (California Consumer Privacy Act)

GDPR (General Data Protection Regulation), if applicable

Policy Updates This policy may be updated periodically to reflect changes in technology, legal requirements, or organizational practices. All updates will be communicated to relevant stakeholders.