GDPR Overview

Right to data is fundamental for every individual. With organizations across the world collecting customer data to enable them to provide services. It becomes important that companies manage data in a transparent manner with the customer’s consent. 

GDPR is one of the most important changes to data privacy regulations in the last two decades. It stands for “General Data Protection Regulation”. It establishes a new framework for handling and protecting the personal data of EU-based residents which came into effect on May 25, 2018. It provides the citizens of the EU greater control over their personal data and assurance that their information is being securely protected across Europe.

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Does GDPR affect you?

Although GDPR is a data protection framework for the citizens residing in the EU. It also applies to all companies that handle personal data of individuals from the EU, which means almost every major corporation in the world will need to be ready when GDPR comes into effect.

If you or your organization stores and processes personal data in connection to services or goods offered in the EU, then the laws will apply to you. Also, in the event of an infringement of these laws, you can face fines and penalties from 10 million to 20 million or 2% to 4% of the annual revenue of the organization depending upon whichever is higher.

Our commitment to GDPR

At Freshworks, the makers of Freshteam, we have always implemented and practiced processes which ensure that customer data is stored and processed in ways only necessary to serve our customers in the best possible way. Our privacy, security & data storage policies are also streamlined with the GDPR goals and objectives. Visit our security page, to know more about the privacy and security policies. Also, learn about our organization-wide efforts for GDPR.


GDPR Readiness Initiatives at Freshteam

At Freshteam, we are committed to upholding the underlying principles of GDPR and below are some of the initiatives undertaken.


At Freshteam, there exists an established Privacy Policy created with support from our leadership. Our leaders commit to support and provide guidelines for data protection compliance through a framework of standard policies and procedures.


Customer's Personal Data with Freshteam

The GDPR requires organizations to provide more information about the way individuals’ information is used. Freshteam delivers on our customer’s privacy policy objective by enabling comprehensive data flow and process maps for the customer’s data which is updated and in sync with the GDPR guidelines.

Know more about the Data Processing Addendum →


Privacy by Design and Default

Programs, projects, and processes at Freshteam are aligned to Privacy Principles right from the inception of an idea or project, thereby supporting Privacy by Design and Default principles.


Individual Rights, Subject Access, and Communication

The GDPR program thoroughly evaluates how Freshteam, both as a data controller and processor, is placed with its existing procedures for readiness to:

How Freshteam complies with GDPR

At Freshteam, we are committed to upholding the underlying principles of GDPR and below are some initiatives undertaken.

Right to be Forgotten

Manual permanent delete:

Freshteam lets you delete the profile of a candidate or an employee permanently. On permanently deleting the profile, all data (name, email, phone number, etc) that identifies a person is erased forever.  Only users with the admin role in Freshteam can permanently delete data.

Employee Data: Know More

Candidate Data: Know More

Automatic anonymization of a candidate  

Freshteam lets you anonymize candidates’ Personal Data in just a click. You can automatically clear in-active candidates after a specific period (6 months, 12 months, etc) as per your own company requirements.  This setup can only be configured by the users with admin role access in Freshteam to avoid the accidental deletion of data.

Account admins can set automatic anonymization of a candidate's profile after a specific period (3 months, 6 months, etc) as per the organizational requirement through our easy-to-configure data retention rules. 

Freshteam holistically enables GDPR compliance through auto anonymization of candidates’ data - either added by vendors, referred or added passively and were not emailed once after addition. Freshteam ensures that the Right to be forgotten applies to candidates who even fall outside the purview of “Enhanced right to notice”

How Freshteam enables auto-anonymization →

Enhanced Right to Access/Represent

'Email candidate data' in Freshteam allows your organization to auto send Personally Identifiable Information on candidates’ requests at the click of a button. Give candidates the right to request a copy of any of their personal data that is being processed for the purpose of recruitment. GDPR guidelines on right to access are taken care of in a very effective and efficient manner.

Know more about GDPR enhanced right to access in Freshteam

Enhanced Right to Notice 

Freshteam enables employers to notify candidates about the collection and use of their Personal Data through a recruitment privacy policy(To be drafted by the customer) link which can be displayed when candidates submit an application through the Career portal and in the signature of all emails sent via Freshteam.

Learn more about how Freshteam enables right to notice through sharing Privacy Policy

Right to Portability 

Freshteam has simple options to export the entire profile data related to a candidate and employee anytime. Users with recruiter/admin role access in Freshteam can perform this action.

Right to Rectification 

Freshteam allows the editing of a candidate/employee profile information if required.  Users with recruiter/admin role access in Freshteam can perform this action.

Employee Data: Know More 

Candidate Data: Know More

Data Profiling: Opt-out option

Freshteam allows users to opt-out of data trackers that are used for business analytics or for improving the experience with the software at any given time. The action can be performed only by users with admin role access in Freshteam. When users want to opt-out, they can reach out to the admins.

Know how to do it 

Do I need to move my data to an EU data center?

For more information or questions about the Freshteam Privacy Policy, please contact

Freshworks is committed to providing secure products and services by implementing and adhering to prescribed compliance policies, both as a data controller and processor. The upcoming GDPR enforcement is critical to our mission of providing the EU and all our global customers with a safe and dependable business software suite.

Disclaimer: This is for informational purposes only and should not be relied upon as legal advice or to determine how GDPR might apply to you and/or your organization. We encourage you to get independent professional advice before taking or refraining from any action based on the information provided here.

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