Each person in Talent Community has a member status and an expiration date. The status indicates their position in the consent process, and the expiration date signifies the end of their membership or invitation. Understanding these elements is key to effectively managing your Talent Community and maintaining GDPR compliance.
Member statuses
There are three possible statuses for a person in Talent Community. Each status reflects a different stage of the consent process.
Confirmed: means the person has confirmed their Talent Community membership by clicking the confirmation link in the invitation email. They are a full member and can belong to Talent Community groups.
Not confirmed: means the person has been invited to Talent Community, but has not yet clicked the confirmation link. They appear in the list, but are not yet a full member.
Not a member: means the person exists in TalentAdore Hire (for example, they have submitted an application), but has not been invited to Talent Community or their previous membership has expired.
How the membership "Expiration date”-column works
The Membership "Expiration date” column in the Talent Community list shows a single date for each person. What this date means depends on the person’s status:
For “Confirmed” members, the date shows when their membership period ends. It is calculated from the day they confirmed, plus the data expiration period set in your Talent Community settings (for example, 12 months). This is when their consent expires and needs to be renewed.
For “Not confirmed” members, the date shows when the invitation expires. It is calculated from when they were invited, plus the invitation expiration period set in your settings (for example, 30 days). If they do not confirm before this date, the invitation is considered expired.
Why expiration dates may differ between people
Expiration dates can vary even for individuals added around the same time due to several reasons:
Settings Changes: Configuration updates, such as changing the data expiration period from 12 to 24 months, only apply to individuals added after the change. Those added previously retain their original expiration dates.
Different Status Rules: "Confirmed" members' expirations are based on the data expiration period, while "Not confirmed" members' expirations are based on the invitation expiration period. These are distinct settings.
Imported Talents: Talents imported without any associated applications are given a default grace period of one month.
What happens when an expiration date passes
Once a person's expiration date passes, their data is initially marked for deletion ("soft deletion"). After a 7-day grace period, the data is permanently removed. This permanent deletion is irreversible. During the grace period, TalentAdore's support team can restore the data if necessary.
This process applies to both "Not confirmed" and "Not a member" records, ensuring compliance with GDPR data retention requirements.
This is why it is important to monitor expiration dates and send renewal messages on time, which you can easily automate by enabling automatic invitation reminders and renewal messages in your Talent Community-settings.
