How Applicant Tracking Systems Ensure GDPR Compliance?

Introduction: Why GDPR Compliance Matters in Recruitment (2025)

Recruitment has always been about people, but in today’s digital hiring landscape, it is also about data. Every CV or resume uploaded, every job application submitted, and every interview scheduled generates personal data. Names, contact details, employment history, qualifications, salary expectations, references - all of it falls under the scope of data protection regulations. Since the introduction of the General Data Protection Regulation (GDPR) in May 2018, organisations that process candidate information must ensure that every step of their recruitment process respects data privacy rights. As of June 2025, cumulative GDPR fines surpassed €5.88 billion, underscoring a sharp rise in enforcement activity and highlighting the risks of non-compliance.

For recruiters, this is both a challenge and an opportunity. A challenge, because non-compliance can result in fines reaching €20 million or 4% of annual turnover. An opportunity, because building trust through transparent, GDPR-compliant processes enhances employer brand and strengthens candidate relationships.

This is where Applicant Tracking Systems (ATS) play a pivotal role. Far from being just digital filing cabinets, modern ATS platforms are designed with data protection and compliance at their core. They help recruiters manage consent, track data usage, enforce retention policies, and respond to candidate requests - all in line with GDPR.

But what does this look like in practice? And how exactly do applicant tracking systems ensure GDPR compliance in recruitment? Let’s break it down.

What Is an Applicant Tracking System and How Does It Handle Candidate Data?

An Applicant Tracking System (ATS) is software designed to streamline recruitment by automating job postings, processing applications, scheduling interviews, and managing candidate data. For many recruiters, it acts as the central hub of their hiring activity.

Unlike traditional spreadsheets or email folders, an ATS doesn’t simply store candidate CVs. It processes them - parsing CVs into searchable profiles, tagging skills, ranking candidates, and enabling collaboration between hiring managers. In doing so, it inevitably collects, stores, and shares personal data - the exact type of data that falls under GDPR protection.

What Candidate Data Does an ATS Manage?

• Contact details (name, phone, email, address)
• Professional history (employment, education, skills)
• Sensitive identifiers (work permits, diversity data, disability disclosures)
• Recruitment interactions (emails, interviews, assessments)
• Feedback and notes from hiring managers

This breadth of information makes recruitment one of the highest-risk areas for GDPR breaches. Candidate data is often shared widely, stored in multiple systems, and retained longer than necessary. An ATS solves this problem by centralising data management and embedding compliance rules into the workflow.

What Are the Core GDPR Rules Recruiters Must Follow?

Before exploring how an ATS helps, it’s essential to understand the GDPR principles that affect recruiters most directly. At its heart, GDPR is about giving individuals more control over their personal data while holding organisations accountable for its use.

Key GDPR Requirements in Recruitment:

• Lawful Basis & Consent

  Recruiters must have a lawful reason to process candidate data. In most cases, this means explicit consent, which must be freely given, specific, informed, and revocable.

• Right to Access & Portability

  Candidates can request a copy of all data held about them and expect it in a portable format.

• Right to Rectification & Erasure (“Right to Be Forgotten”)

  If a candidate finds an error or wants their profile deleted, recruiters must comply promptly.

• Data Minimisation

  Only relevant data should be collected - no more, no less. For example, requesting marital status or nationality without necessity may breach GDPR.

• Storage Limitation

  Candidate data cannot be stored indefinitely. For example, CVs should not be kept on file for years without justification.

• Security & Confidentiality

  Recruiters must implement measures such as encryption, restricted access, and secure transfers to safeguard candidate information.

• Accountability & Auditability

  Organisations must be able to demonstrate compliance - not just claim it. That means audit logs, policies, and documented processes.

Why This Matters for Recruiters?

Non-compliance is not just a legal risk; it damages trust. Candidates increasingly care about how their data is handled. An employer who respects privacy signals integrity and professionalism - qualities that improve candidate experience and employer reputation.

This is why many organisations now look for GDPR-ready ATS platforms to make compliance less burdensome and more automated.

How Do Applicant Tracking Systems Help Ensure GDPR Compliance?

An ATS is more than a hiring tool - it is a compliance safeguard when configured correctly. Here’s how ATS platforms ensure GDPR compliance at different stages of recruitment.

1. Managing Candidate Consent Under GDPR

Modern ATS platforms include consent management tools that allow recruiters to:

• Collect candidate consent through customised application forms.
• Track when and how consent was given.
• Provide candidates with an option to withdraw consent easily.

Instead of manual records, an ATS maintains a clear, time-stamped audit trail of consent.

2. Automating Data Retention Policies

GDPR requires recruiters to delete candidate data after a lawful retention period. An ATS automates this by:

• Configuring country-specific retention rules (e.g., 6 months in Germany, 12 months in the UK).
• Sending reminders before deletion deadlines.
• Auto-deleting expired candidate profiles.

This ensures compliance without relying on recruiters to manually track dates.

3. Enabling Candidate Rights: Access, Rectification & Deletion

ATS platforms often include candidate self-service portals, where applicants can:

• Download all their data (DSAR requests).
• Correct errors in their profile.
• Request deletion with a single click.

This reduces administrative burden and ensures timely GDPR compliance.

4. Securing Candidate Data Storage

Security is non-negotiable. An ATS protects candidate data through:

• Encryption at rest and in transit
• Role-based access controls (only authorised staff can view data)
• Multi-factor authentication
• Regular vulnerability testing

This significantly reduces the risk of breaches that could result in fines and reputational damage.

5. Maintaining GDPR Audit Readiness

ATS platforms automatically generate audit logs, showing:

• Who accessed candidate data
• What changes were made
• When data was exported or deleted

This allows recruiters to demonstrate accountability in the event of a compliance review.

ATS Features That Directly Support GDPR Compliance

While general explanations are useful, recruiters often ask: “What specific features in an ATS help us comply with GDPR?” Let’s break this down feature by feature.

1. Consent Collection at Application Stage

Most GDPR-compliant ATS platforms provide customisable consent checkboxes at the application stage. Candidates must actively opt in to data collection, and the consent wording can be adapted to reflect organisational policy. For example:

• A recruiter in the UK might add: “We will keep your application data for 12 months to consider you for future roles. You may withdraw consent at any time.”
• The ATS automatically records this acceptance with a time stamp, ensuring proof of lawful processing.

2. Candidate Self-Service Portals

Instead of recruiters manually handling every candidate request, self-service portals empower candidates to:

• Access their profile at any time.
• Download their CV and application history.
• Request data deletion directly.

This not only reduces admin time but ensures compliance with Articles 15–20 of the GDPR covering access, portability, and erasure rights.

3. Automated Retention Schedules

Retention periods differ across jurisdictions, which makes manual tracking impossible at scale. GDPR-ready ATS platforms allow administrators to:

• Define retention timelines per region or role type.
• Enable automatic deletion or anonymisation of candidate profiles once the retention period expires.
• Notify recruiters before deletion so they can justify extensions if necessary.

This ensures no CVs or personal records are left “forgotten” in the database.

4. Audit Trail & Reporting

To comply with GDPR’s accountability principle, an ATS must record every action:

• Who viewed the candidate data?
• When the data was exported.
• Who deleted or modified candidate information?

During audits or regulator checks, these reports act as evidence of proactive compliance.

5. Data Security Infrastructure

Many leading ATS providers invest heavily in security, including:

• Data encryption (both in transit and at rest).
• Role-based access (only authorised staff view sensitive data).
• Cloud hosting on GDPR-compliant servers (often within the EEA).
• Regular penetration testing to identify vulnerabilities.

This protects against one of the biggest GDPR threats: data breaches.

Risks of Using a Non-GDPR-Compliant ATS

While GDPR-ready ATS platforms streamline compliance, the risks of using outdated or non-compliant systems are significant.

1. Financial Penalties

GDPR fines are not theoretical. In recent years, recruitment agencies and HR service providers have been fined for mishandling candidate data. The maximum penalty is €20 million or 4% of global turnover - whichever is higher.

2. Reputational Damage

Even if fines are avoided, public knowledge of a compliance failure can damage an employer’s brand. Candidates are unlikely to trust a company that mishandles sensitive data.

3. Operational Inefficiency

Without compliance features, recruiters must manually track consent, monitor retention dates, and respond to data requests. This is time-consuming and prone to human error.

4. Legal Liability

Recruiters or agencies can be held personally liable if found negligent in handling candidate data. A GDPR-ready ATS reduces this exposure significantly.

Best GDPR-Ready Applicant Tracking System Platforms in 2025

Recruiters often search: “Which ATS is GDPR compliant?” Let’s explore some of the most reliable platforms.

1. iSmartRecruit

iSmartRecruit is a next-generation applicant tracking system built with data privacy at its core, helping recruiters simplify compliance while improving hiring efficiency. Its intuitive design ensures every stage of the recruitment journey-from collecting applications to managing candidate records-meets GDPR standards without adding complexity for users.

Why it stands out:

• Fully GDPR-ready with automated data retention workflows.
• Candidate self-service portals for access, rectification, and deletion.
• Consent management is built into every stage of the application.
• Secure hosting with encryption and access controls.
• Trusted by global staffing agencies and enterprise HR teams.

Advantage: Unlike legacy ATS, iSmartRecruit was designed with compliance in mind, not retrofitted later.

2. Greenhouse

• Strong consent tracking and data deletion features.
• Used widely across tech and SaaS recruitment.
• Customisable data retention settings.

3. Lever

• User-friendly interface with GDPR controls.
• Integration with HRIS for compliance continuity.
• Focus on candidate experience + privacy.

4. Workable

• Known for its multi-country compliance features.
• Automated reminders for data expiry.
• Secure, cloud-based infrastructure.

5. SmartRecruiters

• Offers GDPR-compliant workflows for global hiring.
• Multi-language support for candidate rights notices.
• Widely used by enterprise clients.

While all of these platforms support GDPR, iSmartRecruit offers the most balanced combination of compliance, recruitment automation, and recruiter-friendly design, making it a strong choice for agencies and in-house HR teams alike.

How to Audit Your ATS for GDPR Compliance?

Even if your ATS claims to be GDPR-ready, recruiters should perform a compliance audit to avoid hidden risks. Here’s how.

1. Review Consent Mechanisms

• Does your ATS record when and how consent was given?
• Can candidates withdraw consent easily?

2. Check Retention Policies

• Are automated deletion timelines configurable?
• Does your ATS notify before deletion?

3. Test Candidate Requests

• Can a candidate download all their data within 30 days?
• How quickly can you delete a candidate upon request?

4. Evaluate Data Security

• Is data encrypted at rest and in transit?
• Are there role-based access controls?

5. Confirm Audit Trails

• Can you produce detailed logs for regulators on short notice?

By testing these functions proactively, recruiters avoid last-minute compliance panic.

Best Practices for GDPR-Compliant Recruitment

Having a GDPR-ready ATS is only half the solution. Recruiters must also follow best practices:

1. Educate Recruiters & Hiring Managers - Compliance is not just an ATS feature - it requires people to understand candidate rights.
2. Minimise Data Collection - Only collect what is necessary (e.g., don’t request unnecessary personal identifiers).
3. Use Clear Privacy Notices - Job adverts and career pages should explain how candidate data is used.
4. Document Processes - Keep written policies on consent, retention, and access requests.
5. Regularly Update ATS Settings - Regulations evolve, and so should your compliance configurations.

Final Thoughts: Building Trust with GDPR-Ready Recruitment

GDPR is not a one-time compliance exercise - it’s an ongoing commitment to data protection, transparency, and respect for candidate rights. An Applicant Tracking System (ATS), when properly configured, is one of the most effective tools for ensuring compliance at scale.

By choosing a GDPR-ready ATS such as iSmartRecruit, recruiters not only reduce legal risk but also strengthen candidate trust and employer reputation. In an era where data privacy is as important as salary or benefits, GDPR compliance is no longer optional - it is a competitive advantage.

Frequently Asked Questions (FAQs)

1. Do recruiters need candidate consent to store CVs?

Yes. Under GDPR, explicit consent is required to process and retain candidate CVs, unless another lawful basis (like legitimate interest) can be justified.

2. How long can recruiters keep candidate data in an ATS?

Typically, 6–12 months, depending on local laws. An ATS automates deletion after this period to stay compliant.

3. Can candidates ask to have their data deleted from an ATS?

Absolutely. GDPR grants the right to be forgotten, and most ATS platforms offer self-service deletion requests.

4. What happens if an ATS suffers a data breach?

Recruiters must notify regulators within 72 hours and inform affected candidates if there is a high risk to their rights.

5. Which ATS is best for GDPR compliance?

While several platforms offer compliance features, iSmartRecruit is particularly strong in balancing compliance automation with recruiter usability.