Make Candidate Data Private

Trakstar Hire provides several ways to protect sensitive recruiting information. You can make application questions, candidate profile fields, comments, emails, and interviews private, as well as prohibit specific users from accessing individual candidate profiles.

This article explains the available privacy settings and how to use them throughout the recruiting process.

How Privacy Works

Privacy settings help ensure that sensitive candidate information is only visible to the appropriate users within your organization.

Depending on the feature, private information may only be visible to:

• Super Admins
• Job Admins
• Recruitment Managers (where applicable)
• Users specifically included on a private comment or email

Note: Candidates do not have access to their Trakstar Hire profile. The only information candidates can see is what you send them through candidate emails or interview invitations.

Create Private Application Questions

Private application questions allow candidates to provide information that is visible only to authorized users.

This is especially useful for collecting confidential information such as salary expectations.

Note: Standard and Pro Plus customers can customize which user roles have access to private fields under Settings > Permissions.

To create a private application question:

1. Select Openings from the left navigation menu.
2. Open the job opening.
3. Select the Job Settings tab.
4. Open Application Form.

Create a new question or edit an existing one.

Enable Private Field.

Complete the remaining question settings and click Save.

Private questions display with a lock icon on the Application Form.

After candidates submit the application, answers to private questions also display with a lock icon and are visible only to authorized users.

Important: If you change an existing question to private after candidates have already answered it, previous responses remain public. Only future responses will be marked as private.

Make Candidate Profile Information Private

You can also mark individual fields on a candidate's profile as private.

To do this:

1. Open the candidate's profile.
2. Select the pencil icon next to the field.
3. Choose Edit.

Enable Make this data private.

Save your changes.

Note: This setting applies only to that specific field on that candidate's profile.

Create Private Comments

Private comments allow you to discuss candidates with specific teammates without making the conversation visible to everyone with access to the candidate.

Private comments are visible only to:

• Super Admins
• Users copied on the comment

To create a private comment:

1. Open the candidate's profile.
2. Select Comments.

Write your comment.

Copy any users who should have access.

Enable Make it Private.

Post the comment.

Private comments display with a lock icon.

Users who were not copied on the comment—and who are not Super Admins—cannot view the comment.

Make an Existing Comment Private

You can also make an existing comment private.

To do so:

1. Locate the comment.
2. Click the three-dot menu.
3. Select Mark as Private.

You can also remove the private status using the same menu.

Send Private Emails

Emails can also be marked as private.

Private emails are visible only to:

• Super Admins
• Users copied on the email

To send a private email:

1. Open the candidate's profile.
2. Select Emails.

Compose your message.

Enable Make it Private.

Send the email.

Private emails display with a lock icon in the candidate's email history.

Make an Existing Email Private

To change the privacy of an existing email:

1. Open the email thread.
2. Select the users and candidate listed on the thread.
3. Add or remove copied users as needed.
4. Enable or disable Make it Private.

Create Private Interviews

Private interviews limit interview visibility to:

• The invited interview participants
• Super Admins

Other users cannot see the interview on the candidate's profile.

To create a private interview:

1. Open the candidate's profile.
2. In the Timeline, select the calendar icon to schedule an interview.

Complete the interview details.

Enable Mark as Private.

Finish scheduling the interview.

Private interviews display only for invited participants and Super Admins.

Make an Existing Interview Private

You can make an interview private after it has already been scheduled.

To do this:

1. Open the interview from the candidate's Timeline.
2. Click the three-dot menu.
3. Select Edit Details.

Enable Mark as Private.

Save your changes.

Prohibit Users from a Candidate Profile

If needed, you can completely prevent a user from accessing an individual candidate's profile.

To prohibit a user:

1. Open the candidate's profile.
2. Select the three-dot menu.
3. Choose Manage Prohibited Users.

Click Add User.

Select the user you want to prohibit.

Click Prohibit This User.

The user will now appear in the prohibited users list and will no longer have access to that candidate's profile.

Lock Access to Hired or Decisioned Candidates

You can also restrict access to candidates who have reached a final hiring decision.

Locking access prevents future users from viewing these candidate profiles after the hiring process is complete.

For more information, refer to the article on locking access to hired or decisioned candidates.

Can I Prohibit Users from an Opening?

No.

User restrictions can only be applied to individual candidate profiles, not to job openings.

Access to openings is controlled through user permissions:

• Super Admins have access to all openings.
• Recruitment Managers, Recruiters, and Hiring Team Members have access only to openings they create or are assigned to.

Need Help?

If you have questions about privacy settings or permissions, contact the Trakstar Hire Support team at hire@trakstar.com.