The d.vinci system offers you the option to accept applications from persons under 16 years of age in compliance with data protection regulations.
In principle, all applications receive the status New as the first status in the recruiting process.
Applications from persons under the age of 16 should not be included in the recruiting process without parental consent. It is therefore advisable to create a check status that precedes the status New (or the first status of the workflow). Applications with this check status should first be checked for their legitimacy.
1. ) Create application status
Configuration of the status:
- Name: New: U16
- Required permissions: will be added later
- Icon: e.g. HEAD_WHITE_BLUE_QUESTION_ MARK
2.) Create Permission
Configuration of the permission:
- Display Name: Checking under 16 years of age
- Application Statuses: the previously created New: U16
- Workflow: an existing e.g. trainee
3. ) Create Status transition
Configuration of the status transition:
- Initial Status: New: U16
- Target Status: New
If the application does not pass the check due to an invalid declaration of consent, the storage of the data is also illegal. Obtaining a valid declaration of consent subsequently requires that the application be stored illegally in the meantime. We therefore recommend that you delete directly applications from persons under 16 years of age if they do not consent.
4.) Configuring roles
Add the new permission to all roles that should check applicants under the age of 16.
5.) Update Workflow
You can adapt an existing workflow so that the first status New: U16 is possible
- First Application Status: New
- First Application Status for Applications With Consent of Legal Guardians: New: U16
Make sure that the workflow is selected in the relevant job openings for proposals for which you expect applications from persons under 16 years of age.
6.) Configure application form
Open the application form that should contain the query for persons under 16 years old.
- First Application Status for Applications With Consent of Legal Guardians: Mandatory field
The filed 16th birthday reached is displayed in the application form. If the applicant answers with No, the consent of a parent or legal guardian field is also displayed in the application form. This includes an upload field and an explanation text for the consent below.
If you have your own consent template, you can place it on your company site or a freely accessible location and provide a direct link to the file in the explanation field of this field. This makes the application process easier for applicants.
Once you have made all these configurations, applicants under the age of 16 can also apply for GDPR-compliant positions using the application form. Your workflow has now been adapted so that a check is made before processing as an applicant.