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What should an ATS integration review establish?
An ATS integration is a data-sharing arrangement between systems. Depending on its purpose, it may handle candidate profiles, applications, CVs, screening answers, status feedback, job configuration, or API credentials. The review should leave a written record of the data flow, business purpose, access granted, safeguards, privacy roles, retention and deletion behavior, and any unresolved risks.
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Documentation can describe a product’s intended behavior, but it does not prove how a particular customer has configured it or whether that configuration meets the requirements that apply to the employer. Review the actual integration, tenant settings, contract, and recruitment process.
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For each transfer, record the sender, recipient, data fields and record types, trigger and frequency, purpose, storage location, and people or organizations that may receive or access the data. Include one-time imports as well as ongoing synchronization, status feedback, logs, error reports, and support access. Check whether CVs or screening answers contain sensitive information in your context.
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Do not infer the data flow from a connector’s name. For example, Indeed documentation describes different integration patterns, including retrieving candidate records and sending data from an ATS to Indeed. LinkedIn’s Apply Connect FAQ identifies applications and resumes, screening answers, job data, feedback, and, for some activations, API client credentials as data handled in connection with the service. These are product-specific examples, not a description of every ATS connection.
Check the authorization boundary
Ask for the integration’s permission list and map every permission to a stated business need. Establish whether it can read, create, edit, or delete records; which candidates, jobs, or other entities are in scope; whether access is limited to particular records or extends more broadly; and which administrators can authorize it.
- Identify the account or application identity used by the connection. Prefer a clearly attributable identity over an unexplained shared credential.
- Document who can approve access and whether a change in permissions or integration functionality requires a fresh review.
- Ask how credentials are stored, restricted, rotated, monitored, and revoked.
- Confirm that the granted scopes or roles are no broader than the integration’s actual use requires.
Microsoft’s ATS API setup illustrates why identity and data access both matter: it calls for an application user and a security role that grants access to the data entities the integration uses. LinkedIn describes a defined permission set and authorization through the ATS. Neither example establishes the settings in your own environment; verify those directly.
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Verify safeguards with evidence
Request evidence that is current and relevant to the information and risks involved. For each safeguard, record whether it is a contractual commitment, independently assessed control, configurable technical feature, or general product description.
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- Protection in transit and at rest: Ask what is protected, where, and under what conditions.
- Access controls: Check how access is limited for your staff, vendor personnel, and any other recipients.
- Logging and monitoring: Establish what activity is logged, who can review it, and how suspicious access is handled.
- Credentials and technical access: Review how integration credentials are managed and what happens if they are exposed.
- Incidents and recovery: Ask about incident notification and response, backups, and recovery practices.
- Vendor access and location: Establish which vendor personnel or subprocessors may access data and where processing or storage may occur.
Indeed’s partner guidance expressly identifies access controls, encryption, and retention policies. Treat these as areas to verify against the applicable contract and implementation, rather than as proof that a specific integration has those controls enabled. The Information Commissioner’s Office (ICO) advises that security measures should be appropriate to the information and risk, including restricting records to authorized people.
Clarify privacy roles, terms, and candidate information
For each processing activity, document who determines its purposes and means and who handles data on whose instructions. Review the data-processing agreement or other applicable terms for documented instructions, confidentiality, security, subprocessors, help with rights requests and incidents, deletion or return of data, audit support, and international transfers.
Check that candidate-facing privacy information explains the relevant use and recipients. Establish how requests from candidates will be handled and whether the actual flow requires a particular lawful basis, consent, or other rights-related step. Indeed places responsibility on ATS partners to obtain necessary rights or consents and provide candidate disclosures when sharing personal data through its API.
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Set retention, deletion, and disconnect requirements
For each data category, document its purpose, retention rationale, review date, and planned deletion or anonymization action. Ask how deletion propagates to connected systems, backups, and logs; how long propagation takes; and whether legal holds or other exceptions can apply.
Do not assume that disconnecting an integration erases information already transferred. Indeed documents specific deletion obligations for data sent through its integration and a removal process when an end user removes its candidate-sharing integration. Confirm the behavior that applies to your product and contract, including what remains after disconnection.
Where possible, test the workflow in a sandbox: disconnect the integration, revoke credentials, remove its access, delete a test candidate, and verify the result on both sides. The ICO does not set one universal employment-record retention period in its guidance; it recommends schedules suited to the purpose and type of record.
Screen for a data protection impact assessment
Consider the nature, scope, context, and purpose of the processing; the sensitivity and volume of data; the people affected; any novel technology; and the consequences of error or disclosure. ICO guidance says a data protection impact assessment (DPIA) must be completed before processing that is likely to result in high risk. Even when that threshold is not met, documenting the flow and safeguards supports an accountable procurement decision and later review.
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Compare integration choices consistently
If you are choosing among integrations, apply the same review criteria to each option and weight them according to your organization’s data, threat model, jurisdiction, and recruitment process:
- Data categories and fields transferred, including resumes, screening answers, and status signals.
- Transfer direction, triggers, frequency, and purpose.
- Permission scope, record boundaries, administrator approval, and revocation.
- Authentication, credential management, and auditability.
- Safeguards and the evidence, scope, and date supporting each claim.
- Processing roles, subprocessors, locations, and contractual obligations.
- Candidate notices, rights support, and any applicable consent or lawful-basis requirements.
- Retention, deletion propagation, backup and log treatment, and post-disconnect behavior.
- Monitoring, incident response, support access, and operational ownership.
Record the decision and any conditions
Before enabling or renewing a connection, keep a review record that names the integration and its purpose, describes the mapped flows and permissions, identifies the applicable safeguards and contractual terms, and assigns an owner for unresolved risks. Record any limits or conditions for approval, who is responsible for monitoring them, and when the integration must be reviewed again. Recheck the relevant product documentation and configuration when scopes, features, vendors, or recruitment processes change.
One product-specific requirement illustrates why numbers must stay tied to their context: Indeed’s Send Candidates API guidance says opted-in ATS partners are required to send candidate data created in the last four years under the described integration requirements. That is a requirement for that API integration, not a general legal retention rule.
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