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Automatic deletion of closed referrals

Referrals and applications should be deleted automatically after closing? No problem! You can activate the automatic deletion of all data of a referral or applicant in your account settings.

To activate this function activate the checkbox next to "Delete closed referrals automatically" and enter a number of days when application should be deleted after closing..

Please be aware we will remove all personal data from your closed referral or application once the number of days you indicated have expired. Please bear in mind that previously closed referrals and applications will also be removed.

Where to find: Click on your Name (top right) - Account Preferences - Settings - General

 

Make upload of application documents mandatory

You can decide if you wish to receive application documents with applications or referrals.

By activating this checkmark, the upload of application documents will be mandatory. Each applicant must then upload at least one document (PDF, zip). If the applicant does not upload a document, they will receive a warning and will not be able to submit their application until an upload is completed.  

Where to find: Click on your Name (top right) - Account Preferences - Settings - General

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Virus Scan

Due to security reasons, all uploaded documents by Talent Scouts or Applicants are scanned for malicious files. In case of a match, the Talent Scout or Applicant will receive an error message.

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Deactivate Direct Referrals

The majority of hires through Firstbird are generated via direct referrals.

If you would like to deactivate the direct referral anyway, please go to your “Account Settings” next to “Settings” and move to “Disable Direct Referrals”.

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Activate the checkbox next to “Don’t allow direct referrals”, and the button “Refer” is not visible anymore.

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Where to find: Click on your Name (top right) - Account Preferences - Settings

 

Deactivate Leaderboard

Would you like to use Firstbird without any competition?

You can easily deactivate the Leaderboard in your “Account Settings” at “Settings”. Go to “Hide sensitive information of the platform” and activate the checkbox next to “Hide the leaderboard for all users”.

As soon as this has been done, the Leaderboard will not be visible anymore in your Firstbird company account.

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Where to find: Click on your Name (top right) - Account Preferences - Settings

 

reCAPTCHA

At Firstbird, IT-Security is an important issue.

For additional protection against email flooding, we provide the opportunity to activate “Invisible reCAPTCHA” by Google in your Firstbird company account.

Log into your Firstbird company account and go to “Account Preferences” next to “Settings” and “General”. Scroll down a bit and you will find “Extended Security with Google reCAPTCHA”.

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Only by activating the check box will personal data be processed by Google. For further information about the processing of personal data, please refer to the article “Which personal data are processed?”.

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Where to find: Click on your Name (top right) - Account Preferences - Settings

 

What is Invisible reCAPTCHA all about?

So-called CAPTCHAs were developed to avoid email flooding and to distinguish between real users and artificial bots.

Maybe you’re more familiar with CAPTCHAs where you have to tick the check box to confirm you’re not a bot.

In order to maintain usability, we decided to implement “Invisible reCAPTCHA” by Google. The user has to tick the check box only in exceptional cases and will not be otherwise affected when using Firstbird.

 

Which personal data are processed?

Firstbird uses “Invisible reCAPTCHA” by Google LLC.
According to Google LLC, the following personal data will be processed:

  • Users IP address

Please read more for further details.

 

Where in my Firstbird company account was “invisible reCAPTCHA” implemented?

As soon as the check box is activated, “invisible reCAPTCHA” will be active at the following:

  • Forgot domain

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  • Forgot password

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  • Application form

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  • Direct referral (2nd window)

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What do I have to consider at reCAPTCHA when it comes to data security?

When you use “invisible reCAPTCHA” by Google LLC, you have to make this service known in your data protection statement.

We are therefore happy to provide an article about reCAPTCHA for our customers in our data protection statement template (article 3.7, page 16).

If you have any questions, don’t hesitate to contact us via data-security@firstbird.com.



Locations and Departments

These functions will help keep your referral program structured and efficient for everyone. Each job you post and every Talent Scout you invite will be assigned to a location and department.

As soon as you share a job, your Talent Scouts with the same location or department will be informed. Each Talent Scout is allowed to see all jobs in their account.

With the aid of locations and departments you can easily filter your jobs and Talent Scouts as well. You can set up (Add location / Add department), edit and delete (edit) both functions at any time.

Locations

Locations can be cities such as Vienna, or regions such as Production Location Hamburg, Headquarters Berlin etc.

 

Departments

A department is like a category. You can divide them into units, areas and degrees like marketing, sales, executive board, assistant, senior, junior etc.

 

Where to find: Click on your Name (top right) - Account Preferences - Settings - General

 

Delete Location and Department

Only Administrators are able to delete a location or department if they are not in use within an active job or user.

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Change location/department within a User

Click on your name top right, move to “Account Preferences” and next to “User Management”. If you would like to delete a location, go to the “Location” column and filter for the location you’re looking for. Same with department. You can easily change the location/department by clicking on the arrow next to the user’s location/department.

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Change location/department within a Job

Go to “Jobs” and next to “Active”. Use the filters top right to look for all jobs with this location/department you would like to delete. With the job, click on the “Edit” function and change the location/department.

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When all the changes are done, go back to your “Account Preferences” - “Settings” and click next to the location/department where you would like to delete the “Edit” function. A new window will pop-up and you will see top right the “Delete” function in red. If there is a job or user left with the location/department you would like to delete, the “Delete” function will be grey.

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Add your Terms of Use, Data Privacy and Imprint

Each company has its own terms of use and privacy policy. To take them into account, you can add in Firstbird your company terms of use and privacy policy. Each new user or Applicant has to accept these terms by registration or application. Furthermore, you can add your imprint as well.

If you customize your terms, they will be visible on the following pages:

  • User registration
  • Page for Applicants
  • Login

Your terms are not only visible at your Firstbird Account. They are visible as well in emails sent from your Firstbird domain (e.g.: customer-happiness@firstbird.com).

In case you do not customize the terms, we will display our terms of use and privacy policy.

Before you start, go to the drop down menu and choose the language in which you would like to edit your Terms of Use, Data Privacy and Imprint.

Primary Language

You can set one language as a “Primary” language.
By setting this “Primary” language, you decide in which language a potential Talent Scout or Candidate will see your Terms of Use, Data Privacy and Imprint in case his Browser language is not one of the languages you offer.

Example:

The “Primary” language for your Terms of Use, Data Privacy and Imprint is English and the browser language of the new Talent Scout and Candidate is Spanish. If the Talent Scout or Candidate reads your Terms of Use during the registration or application process,
the Talent Scout or Candidate will see your Terms of Use in English as you set English as your “Primary” language.

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Edit your Terms of Use

To add your Terms of Use, click on your name (top right) and go to your "Account Preferences" next to "Settings" and "Customize Terms".

Go to the first editor and add your Terms of Use by using "copy" (Ctrl +C) and "paste" (Ctrl + V). To confirm your changes, please scroll to the bottom of this page and click the button "Save" or continue with adding your Data Privacy.

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Edit your Privacy Policy

Go to the second editor and add your Privacy Policy by using "copy" (Ctrl +C) and "paste" (Ctrl + V). To confirm your changes, please scroll to the bottom of this page and click the button "Save" or continue with adding your Imprint.

Please note!

Please note that you are responsible for a legally correct Privacy Policy!

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Edit your Imprint

Go to the third editor and add your Imprint by using "copy" (Ctrl +C) and "paste" (Ctrl + V). To confirm your changes, please scroll to the bottom of this page and click the button "Save".

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If you would like to add your Terms of Use, Data Privacy and Imprint in multiple languages, scroll to the top of the page and choose another language.

Where to find: Click on your Name (top right) - Account Preferences - Settings - Customize Terms

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Tip for Editing

While copying texts from Microsoft Word to Firstbird, formatting problems may occur. In order to avoid them, please "paste" the copied text in an Editor first and then "copy" and "paste" the text from the Editor to Firstbird.

 

Password Policy

The password policy helps our customers to implement their internal password policy in their Firstbird company account.

Go to your “Account Preferences” next to “Settings” and choose “Password Policy”.

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You can define the following requirements:

  • High
    ○ must be different from the previous 5 passwords
    ○ must be at least 10 characters long
    ○ must include letters in mixed case and numbers
    ○ must include a character that is not a letter or number
    ○ 5 attempts allowed before lockout

  • Medium
    ○ must be at least 8 characters long
    ○ must include letters in mixed case and numbers
    ○ must include a character that is not a letter or number
    ○ 5 attempts allowed before lockout

  • Low
    ○ must be at least 6 characters long
    ○ 5 attempts allowed before lockout

  • Custom
    ○ must be different from at least this many previous passwords
    ○ must be at least this many characters long
    ○ must include numbers and special characters
    ○ must include letters in mixed case
    ○ number of failed attempts until lockout



Please note!

Increasing your password security level or increasing the complexity of your password characteristics will result in all your users’ current passwords becoming invalid. Upon saving, an email will be automatically sent to all your users asking them to set a new password in accordance with your new policy.

 

Feature Request Widget (ProductBoard)

By sending us a feature request via the widget in your Firstbird account, personal data will be sent to the USA (only after consent has been given).
Please read more for further details about the feature request process.

Deactivate Feature Request Widget

If personal data of your users should not be sent to and processed in the USA, before going live (invitation of Talent Scouts) with Firstbird please send an email to data-security@firstbird.com to request the deactivation of the widget.

Please note!
Firstbird only execute instructions, like deactivation of the feature request widget, given by Admins.

 

Data Protection Statement Template

We provide the following template to support you in creating a data protection statement for your referral platform in compliance with the law.

Furthermore, you find a summary of the minimum requirements for a data protection statement according the GDPR.

This merely represents a non-binding template that must be filled out and, if necessary, completed by you.

Please note!
The responsibility for a legally correct data protection statement lies with you.

If you have any questions, don't hesitate to contact us via data-security@firstbird.com.

Template last updated on 21.11.2018 (v1.3)