What
Candidates have the right to request a copy of their data from the system at any time. Mercury allows you to track/log those requests. If a candidate makes a data request navigate to their Contact Record.
Where
Home > Contacts > Contact Record > Top navigation ribbon > Kebab menu > Data Request
How
Click on Data Request:
The Quick Create Consent change form will open in a side window. The Subject and Regarding fields are locked. Update the Effective Date and Data Consent fields in necessary, then click Save and Close.
Data requests will be visible under the Further Information tab > Data Request.
The Data Request Due date is automatically set for 48 hours after the Data Request Received date (entered on the Quick Consent form).
NOTES:
- The Due date can be pre-set to any time period. Please liaise with your CSM if you wish for this to be changed.
- Users with the Mercury - Data Protection Officer security role now have the ability to manually amend Data Request Received, Data Request Due, Data Removal Requested and Data Removal Due. Those fields will still be locked for users with the Mercury - Recruiter role.
Timeline Audit Trail
When a Data Request has been submitted by either a candidate or a contact, you will be able to see the following information on their record:
Under General tab > Timeline: An Activity record will be present for the Data Request:
Actioning the Data Request
The action of submitting the Quick Create Consent change form has now added as an Activity with a Due Date for the user(s) in your organisation that has been elected to monitor Data Requests and Removals. A specific role with permissions gives users access to the Data Protection Dashboard.
(1) Dashboards > (2) Dashboard selector - Data Protection > (3) scroll down to view - Client Contact Data Requests Outstanding > (4) Contact Record
Providing Data
Providing data is a manual process. There is the option to use screen shots, but the easiest way to collect data and send it in one form is to create a Word Template. This will be something that needs to be actioned by your System Administrator. Within the Contact record, a Word Template can be selected that will contain all of the required merge fields. The template will download as a Word Document. This can then be saved and attached and sent out to the contact.
Contact record > Top navigation ribbon > Kebab menu > Word Templates > Data Request Template
Confirming the Data has been sent
In the Further Information tab on the contact record, complete the Data Request Provided field in the Contact record to remove the outstanding activity from the Data Protection dashboard.