Data and privacy for email and calendar integrations FAQ

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data-article-source="urn:li:helpCenterArticle:(1506754,LITHOGRAPH)"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>Check out some frequently asked questions regarding data and privacy for email and calendar integrations for Admins. View an overview of the integrations in <a rel="" href="https://business.linkedin.com/talent-solutions/linkedin-ats-integrations#all" target="_self">LinkedIn Hiring Integrations</a>.</p> </div> <div class="article-content-callout article-content-callout__background--note" data-test-selector="callout-container"> <div> <h3 class="t-16 article-content-callout__headline" data-test-selector="callout-headline"> Here's a tip </h3> <div class="article-content-callout__text-rich-description t-14 article-content-callout__text-rich-description--hue" data-test-selector="callout-rich-description"> <p><p></p>We are gradually introducing Email Connect, which may not be available to you at this time. This feature allows you to send emails directly within LinkedIn Recruiter using your existing email provider.<br> </p><p></p> </div> </div>  </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-opcjz" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What is this application?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-opcjz" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>Once integrated, this application allows users to view email conversations, send emails to candidates (Email Connect), and schedule interviews with candidates directly from within LinkedIn Recruiter (reducing time spent switching between platforms and allowing recruiters to spend more time building candidate relationships). Individual users can choose to integrate their email or calendar (or both) with Recruiter by authorizing a work email or calendar in their Product Settings. Learn more about LinkedIn and its hiring products <a rel="" href="https://business.linkedin.com/talent-solutions/product-overview" target="_self">here</a>.  </p><p>If your organization uses Microsoft 365:  </p><ul><li>App Name: LinkedIn Talent Solutions Email and Calendar Connector </li><li>Application ID: 3ae578ef-eccd-459d-a27c-24ea570d79f9 </li><li>Application has been <a rel="" href="https://learn.microsoft.com/en-us/azure/active-directory/develop/publisher-verification-overview" target="_self">publisher verified</a>. When an app has a verified publisher, this means that the organization that publishes the app has been verified as authentic by Microsoft. </li></ul><p>If your organization uses Google Workspace: </p><ul><li>App Name: LinkedIn Talent Solutions </li><li>Application ID: 691172725457-qbrp45rclfr36nsqqnggfj74cgvk3akq.apps.googleusercontent.com  </li><li>Application is <a rel="" href="https://support.google.com/a/answer/9987046?sjid=16031126196078847963-NA" target="_self">a verified third party app</a>. Verified apps have been reviewed by Google to ensure compliance with certain security and privacy requirements.</li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-7pqxt" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What does integrating with the application get your organization?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-7pqxt" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>Once a provider is selected by the Recruiter admin and permissions are granted by the IT Admin in Azure or Google Workspace, users will be able to individually authorize email or calendar features. </p><ul><li><strong>View email and InMail communication in one place</strong>: With the email integration, users can connect a work inbox and view active email conversations from up to one year from the initial authorization (or after February 6, 2024 if originally authorized before Feb 5, 2025) along with InMail conversations with candidates, directly on the candidate’s profile. Users can choose to share this communication with other members of their hiring team, if needed. We’re gradually introducing retroactive email sync, and it may not be available at this time.</li><li><strong>Send emails directly</strong>: Email Connect enables the capability for Microsoft 365/Outlook or Google Workspace users in your organization to send emails directly within LinkedIn Recruiter. This feature not only complements the existing email viewing functionalities but also enhances recruiting efficiency by eliminating the need to switch between platforms. Users can now compose, send, and track email communications with candidates within Recruiter, which enables users to maintain focus and streamline their workflow while reviewing and engaging with potential hires.</li><li><strong>Seamlessly schedule screening interviews</strong>: With the calendar integration, users can connect with a work calendar and share their availability with candidates as a part of their InMail messages. The candidate will receive the message and be able to pick a date and time from the users calendar that works for them.<br> </li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-s76ms" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">Are there any Google Cloud Platform or Azure setup prerequisites?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-s76ms" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li><strong>Azure/Microsoft 365</strong>: Microsoft integrations will only work with cloud deployments. Microsoft no longer supports REST APIs for Hybrid Deployments.</li><li><strong>Google Cloud Platform/Google Workspace</strong>: None.</li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-jackf" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">How do you set up the integration and email and calendar features?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-jackf" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>First, if required, you'll get the application approved by following the integration guides published for each provider. Then, a Recruiter user with <strong>Product Settings and Account Center Admin</strong> permissions can select an email and calendar provider for their contract. Once a provider is selected, end users on the contract will be able to individually grant LinkedIn permissions to turn on email or calendar features. Recruiter administrators can choose to turn access to these features off completely by selecting <strong>Do not integrate</strong>.</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-rmj2f" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What permissions are required? Why?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-rmj2f" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>This application follows the principle of "least user access” to ensure we only request permissions we actually need.</p> </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p><strong>Microsoft Graph REST API v1.0</strong></p> </div> <div class="t-14 article-content__rich-text hue-default-color article-content__rich-text-table" data-test-selector="preRenderedMarkup-container"> <table class="artdeco-table--striped"> <thead class="artdeco-table-header"> <tr class="artdeco-table-row"> <th class="artdeco-table-header">Permission</th> <th class="artdeco-table-header">Audience</th> <th class="artdeco-table-header">Capabilities</th> <th class="artdeco-table-header">Justification</th> </tr> </thead> <tbody> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">Calendars.ReadWrite</td> <td class="artdeco-table-cell">Delegated</td> <td class="artdeco-table-cell">Allows the app to create, read, update, and delete events in user calendars</td> <td class="artdeco-table-cell">[Requested for interview scheduling only] Enables interview scheduling by sharing availability with candidates, reducing back and forth. Candidates can schedule or reschedule a time that works for them and the recruiter. Limited permissions cannot view availability, schedule or reschedule.</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> Mail.Read</td> <td class="artdeco-table-cell"> Delegated</td> <td class="artdeco-table-cell">Allows the app to read the signed-in user's mailbox.</td> <td class="artdeco-table-cell"> [Requested for email syncing only] Enables viewing of past emails with candidates, saving time for the user during outreach. Imported emails default to private visibility, but can be made public by the user. Limited permissions cannot view emails the body of emails, a crucial part of this feature.</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> email</td> <td class="artdeco-table-cell"> Delegated</td> <td class="artdeco-table-cell"> Allows the app to read your users' primary email address</td> <td class="artdeco-table-cell"> [Requested for email syncing only] Allows the application to know what the user’s primary email address is.</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> offline_access</td> <td class="artdeco-table-cell"> Delegated</td> <td class="artdeco-table-cell">Allows the app to see and update the data you gave it access to, even when users are not currently using the app. This does not give the app any additional permissions.</td> <td class="artdeco-table-cell">Required to fetch emails and calendar availability for the user while they are not signed into Recruiter (e.g., when a candidate emails them or tries to schedule an interview with them)</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> openid</td> <td class="artdeco-table-cell"> Delegated</td> <td class="artdeco-table-cell">Allows users to sign in to the app with their work or school accounts and allows the app to see basic user profile information.</td> <td class="artdeco-table-cell">Required to allow the user to sign into the application</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> User.Read</td> <td class="artdeco-table-cell"> Delegated</td> <td class="artdeco-table-cell">Allows users to sign-in to the app, and allows the app to read the profile of signed-in users. It also allows the app to read basic company information of signed-in users.</td> <td class="artdeco-table-cell"> <p>Required to allow the user to sign into the application</p> <p> </p> </td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> <p>Mail.Send</p> <p> </p> <p><strong>Note</strong>: This permission is only needed for Email Connect</p> </td> <td class="artdeco-table-cell">Delegated</td> <td class="artdeco-table-cell">Allows users to send an (Outlook) email from Recruiter</td> <td class="artdeco-table-cell"> <p>Enables sending an email from LinkedIn using the work email of the recruiter; this saves time for the recruiter as they can instantly review a candidate and reach out via email without switching to their Outlook client</p> </td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> <p>Mail.ReadWrite</p> <p> </p> <p><strong>Note</strong>: This permission is only needed for Email Connect</p> </td> <td class="artdeco-table-cell">Delegated</td> <td class="artdeco-table-cell">Allows LinkedIn to get the third-party (Outlook ID) of the email that is sent from Recruiter</td> <td class="artdeco-table-cell"> <p>Enables creation of a DRAFT email before sending an email. DRAFT is required to get the ID of the message which is later used to pass to the Mail.send for sending the message; this is a critical step because Mail.send API doesn't return the ID of the message that is sent and hence we leverage Mail.ReadWrite to know the ID</p> </td> </tr> </tbody> </table> </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p><strong>OAuth 2.0 Scopes for Google APIs</strong></p> </div> <div class="t-14 article-content__rich-text hue-default-color article-content__rich-text-table" data-test-selector="preRenderedMarkup-container"> <table class="artdeco-table--striped"> <tbody> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">Permission</td> <td class="artdeco-table-cell">Capabilities</td> <td class="artdeco-table-cell">Justification</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> https://www.googleapis.com/auth/calendar</td> <td class="artdeco-table-cell"> See, edit, share, and permanently delete all the calendars you can access using Google Calendar</td> <td class="artdeco-table-cell">[Requested for interview scheduling only] Enables interview scheduling by sharing availability with candidates, reducing back and forth. Candidates can schedule or reschedule a time that works for them and the recruiter. Limited scopes cannot view availability, schedule or reschedule.</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> https://www.googleapis.com/auth/gmail.readonly</td> <td class="artdeco-table-cell">View your email messages and settings</td> <td class="artdeco-table-cell"> [Requested for email syncing only] Enables viewing of past emails with candidates, saving time for the user during outreach. Imported emails default to private visibility, but can be made public by the user. Limited scopes cannot view emails, a crucial part of this feature.</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> https://www.googleapis.com/auth/userinfo.email</td> <td class="artdeco-table-cell">See your primary Google Account email address</td> <td class="artdeco-table-cell"> [Requested for email syncing only] Allows the application to know which email was authorized by the user</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> openid</td> <td class="artdeco-table-cell">Associate you with your personal info on Google</td> <td class="artdeco-table-cell">Required to allow the user to sign into the application</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> <p>https://www.googleapis.com/auth/gmail.send</p> <p> </p> <p><strong>Note</strong>: This permission is only needed for Email Connect</p> <p> </p> </td> <td class="artdeco-table-cell">Reach out to a candidate via email from LinkedIn Recruiter</td> <td class="artdeco-table-cell">Enables sending emails to candidates, saving time for the user during outreach. Sent emails default to private visibility, but can be made public by the user.</td> </tr> </tbody> </table> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-3ttzq" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">How can you limit who can authorize this application?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-3ttzq" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li>User groups in Azure Active directory <a rel="" href="https://learn.microsoft.com/en-us/azure/active-directory/develop/howto-restrict-your-app-to-a-set-of-users#assign-the-app-to-users-and-groups-to-restrict-access" target="_self">here</a>.</li><li>Organizational units in Google Admin console <a rel="" href="https://support.google.com/a/answer/182537?hl=en" target="_self">here</a>.</li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-mc7w7" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What happens when the access level is changed for Email Connect?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-mc7w7" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>When access is changed from a higher to a lower level for Email Connect, this automatically triggers the deauthorization of all email users. For instance, if the access level is adjusted from <strong>Send & view</strong> to <strong>View only</strong>, from <strong>View only</strong> to <strong>Off</strong>, or from <strong>Send & view</strong> directly to <strong>Off</strong>, each of the changes will result in auto-deauthorization for email.</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-kjg03" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">How does one deauthorize the integration?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-kjg03" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li>As an admin with <strong>Product Setting and Account Center Admin</strong> permissions, deauthorizing the email and calendar integration across the entire contract is straightforward. If you want to shut down both email and calendar functionality, select <strong>Do not integrate</strong>. This option removes all email features and authorizations while leaving current calendar authorizations active. No new email or calendar authorization can be added until you re-enable the integration.</li><li>To turn off Email Connect and keep the calendar active, choose <strong>Off </strong>in the access level settings. This will deactivate all email-related features and revoke existing email authorizations, but leave the calendar integration intact. Setting the calendar to <strong>Off </strong>only disables the calendar without revoking any existing authorizations.<br> </li><li>IT admins can also revoke permissions in Azure and Google Workspace, which would cause authorizations to fail. However, we do not recommend using this method to deauthorize as it could result in confusion for end users.</li><li>Individual users can deauthorize their Email or Calendar integrations by going to <strong>Product Settings > Account Settings > Email & calendar</strong>. </li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-di5op" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">How do I access the email and calendar features from the integration? </span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-di5op" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li>Once the end user has authorized their email or calendar, the feature associated with the permission will be turned on for their seat. Users can deauthorize to revoke access from the application at any time.</li><li>For interview scheduling services, users will simply select the calendar icon when sending InMail messages to a candidate to send a screening interview via InMail. </li><li>For viewing email conversations with candidates, emails sent or received with candidates added to your contract will be displayed under the message tab on their profile or when hovering over “messages” in a candidate’s row when looking at your talent pipeline or running a search. </li></ul> </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li>To send emails directly from LinkedIn Recruiter (Email Connect), users can click the <em><li-icon type="envelope-icon"></li-icon> </em><strong>Message </strong>icon associated with a candidate’s profile and select <strong>Email </strong>in the <strong>Compose message</strong> pane. The recipient’s candidate profile must include an email address, but if an email address is not already listed, users can manually add one while composing the message. The email address will automatically be saved to the candidate’s profile in Recruiter. Once the email is listed on the profile, click <strong>Send via email</strong>. This feature allows users to compose and send messages conveniently within Recruiter, eliminating the need to switch between Recruiter and Outlook or Google Workspace.</li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-1bx51" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">Can other users in the Recruiter contract view another user’s imported emails? </span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-1bx51" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>Once an email is matched and stored, the visibility of the email in Recruiter is automatically set to Private to me. The owner of the emails can determine whether they want to keep the entire email thread private or change its visibility to their organization. If the owner of the email thread chooses to make the thread visible to their organization, any new email in the thread will also be visible to the organization.</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-r3sxw" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What data do we process? Are there limitations we place on the scope to not process certain types of data?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-r3sxw" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>The scopes above define the data this application will have access to after individual users authorize it. These are the most restrictive scopes that enable us to match an email to a LinkedIn member in your contract. </p><p>During this processing step, we use the from, to, and cc fields to determine whether the message is with a LinkedIn member who is currently in your pipeline. Only emails to or from email addresses <em>outside</em> of the authorized email domain are matched (e.g., if <a rel="" href="mailto:xyz@contoso.com" target="_self">xyz@yourcompany.com</a> is authorized, all emails to/from yourcompany.com will not be matched, as these are internal conversations between employees). LinkedIn does not store all emails in the authorized inbox, it only processes them to accomplish this matching. Once an email is determined to be to or from a LinkedIn member in a pipeline or an applicant in your contract, we import the detailed metadata for that specific email and display it in Recruiter for you to use. Properties for Microsoft’s metadata are <a rel="" href="https://learn.microsoft.com/en-us/graph/api/resources/message?view=graph-rest-1.0#properties" target="_self">here</a> and for Google metadata are <a rel="" href="https://developers.google.com/gmail/api/reference/rest/v1/users.messages#Message" target="_self">here</a>.<br> </p> </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>LinkedIn does not sync an email if any of the following conditions apply:<br> </p><ul><li><strong>More than two participants on the email thread:</strong> An email involving more than two participants (in to, cc, bcc) is not ingested.</li><li><strong>Recipient shares your authorized domain:</strong> An email exchanged within the same domain as your authorized email address is not ingested. For example, an email sent to or from @xyz.com if your authorized email is @xyz.com.</li><li><strong>Recipient is not in your recruitment pipeline:</strong> If the email involves a recipient who is not part of your active recruitment pipeline, and the email was not initiated through LinkedIn Recruiter, the email is not ingested.</li><li><strong>No matching LinkedIn profile for recipient: </strong>If the recipient's email address does not match any email associated with a LinkedIn profile, and the email was not initiated through LinkedIn Recruiter, the email is not ingested.</li><li><strong>Recipient's discovery setting restricts access:</strong> If the email recipient’s email discovery setting does not match the recruiter’s level of access, the email will not be ingested. For example, a recipient with the setting of "Anyone at LinkedIn" will be ingested, but if the "1st degree connection" setting is selected and the recipient and sender are not connected, the email will not be ingested.</li><li><strong>Emails older than one year or inactive threads: </strong>LinkedIn only syncs emails exchanged within one year prior to authorization (or after February 6 2024 if originally authorized before Feb 5 2025), and only imports those emails if there has been activity (i.e. emails sent or received) on the thread in the last six months. Synced emails may be removed from Recruiter after six months of inactivity on the thread. Please note that once a thread is removed from Recruiter due to inactivity and then reactivated by sending or receiving an email, it will only sync new emails on that thread going forward.</li></ul> </div> <div class="article-content-callout article-content-callout__background--note" data-test-selector="callout-container"> <div> <h3 class="t-16 article-content-callout__headline" data-test-selector="callout-headline"> Here's a tip </h3> <div class="article-content-callout__text-rich-description t-14 article-content-callout__text-rich-description--hue" data-test-selector="callout-rich-description"> <p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p>If a candidate’s email address is not present on their LinkedIn profile, users can manually add it while composing the message. The email address will automatically be saved to the recipient’s profile in Recruiter.<p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p> </div> </div>  </div> <div class="article-content-callout article-content-callout__background--warning" data-test-selector="callout-container"> <div> <h3 class="t-16 article-content-callout__headline" data-test-selector="callout-headline"> Important to know </h3> <div class="article-content-callout__text-rich-description t-14 article-content-callout__text-rich-description--hue" data-test-selector="callout-rich-description"> <p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p>If a recruiter sends an email to a candidate that includes other recruiter colleagues in the CC field, it will not be ingested.<br> <p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p><p></p> </div> </div>  </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>For interview scheduling, once a candidate clicks a link to view a recruiter’s availability (after such availability has been shared with them), we process free/busy information about the given calendar (Microsoft’s API <a rel="" href="https://learn.microsoft.com/en-us/graph/api/calendar-getschedule?view=graph-rest-1.0&tabs=http" target="_self">here</a> and Google’s API <a rel="" href="https://developers.google.com/calendar/api/v3/reference/freebusy" target="_self">here</a>) to display available time slots. The candidate can request an event with the recruiter to be created or updated on the authorized calendar which gets translated into requests to the calendar providers (Microsoft’s API <a rel="" href="https://learn.microsoft.com/en-us/graph/api/user-post-events?view=graph-rest-1.0&tabs=http" target="_self">here</a> and Google’s API <a rel="" href="https://developers.google.com/calendar/api/v3/reference/events" target="_self">here</a>).</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-y6ppt" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What data do we store? How do we decide what we store?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-y6ppt" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>For email syncing, once an email is matched, LinkedIn stores the following metadata related to the matched emails:</p> </div> <div class="t-14 article-content__rich-text hue-default-color article-content__rich-text-table" data-test-selector="preRenderedMarkup-container"> <table class="artdeco-table--striped"> <thead class="artdeco-table-header"> <tr class="artdeco-table-row"> <th class="artdeco-table-header">Metadata</th> <th class="artdeco-table-header"> Description</th> </tr> </thead> <tbody> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">from</td> <td class="artdeco-table-cell">The participant that sent the email message</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">to </td> <td class="artdeco-table-cell">The list of participants that received the email message as shown by the TO field</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">cc </td> <td class="artdeco-table-cell">The list of participants that received the email message as shown by the CC field</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">sentAt </td> <td class="artdeco-table-cell">Time when the email message was sent</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">messageId</td> <td class="artdeco-table-cell">Unique id of the email message</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">conversationsId</td> <td class="artdeco-table-cell">The id of the threaded conversation</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">subject</td> <td class="artdeco-table-cell">Subject of the email message (encrypted)</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">body</td> <td class="artdeco-table-cell">HTML body of the e-mail (encrypted)</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell">continuationToken</td> <td class="artdeco-table-cell">Continuation point that enables fetching the next page of emails</td> </tr> <tr class="artdeco-table-row"> <td class="artdeco-table-cell"> <p>internetMessageId</p> <p> </p> <p><strong>Note</strong>: This permission is only needed for Email Connect</p> </td> <td class="artdeco-table-cell">The unique Message-ID header of an email message used to thread email replies</td> </tr> </tbody> </table> </div> <div class="article-content-callout article-content-callout__background--warning" data-test-selector="callout-container"> <div> <h3 class="t-16 article-content-callout__headline" data-test-selector="callout-headline"> Important to know </h3> <div class="article-content-callout__text-rich-description t-14 article-content-callout__text-rich-description--hue" data-test-selector="callout-rich-description"> <p></p><p></p><p></p><p></p><p></p><p></p>Emails may be removed from Recruiter after six months of inactivity (i.e., no emails sent or received) on the thread. Please note that once a thread is removed from Recruiter due to inactivity and then reactivated by sending or receiving an email, it will only sync new emails on that thread going forward.<p></p><p></p><p></p><p></p><p></p><p></p> </div> </div>  </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>For interview scheduling, once a calendar event is created we only store its ID (identification) to allow the feature to delete/recreate the event in case of a candidate-driven reschedule.</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-i0ij3" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What will LinkedIn do with my data outside of powering Email Integrations or Interview Scheduling?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-i0ij3" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>We will process the data on your behalf as permitted by the <a rel="" href="https://www.linkedin.com/legal/l/dpa" target="_self">LinkedIn Data Processing Agreement</a>. We have no plans to change this and if changes are made in the future, we’ll be clear and transparent about it. The data is processed with the right security measures in place and in compliance with customers’ instructions. Customers control this data while LinkedIn is the data processor.</p> <p><strong>Note:</strong> LinkedIn doesn’t share or pool this data with other customers.</p> <p>LinkedIn doesn’t have plans to change how data is processed. However, planned changes will be clear and transparent. If you are uncomfortable with the use of your data, you can request that your data be deleted by reaching out to your account representative or by contacting enterprise support. For more information regarding data deletion, see <a rel="" href="https://www.linkedin.com/help/recruiter/answer/a717146" target="_self">LinkedIn Talent Solutions and the General Data Protection Regulation (GDPR)</a>. </p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-uwcev" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">What type of security measures does LinkedIn have to protect the information customers provide to LinkedIn?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-uwcev" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li>LinkedIn uses industry recognized security practices such as password protection, data encryption, application security, physical security, and secure networks to protect customers’ information residing on the LinkedIn platform.</li><li>LinkedIn maintains an Information Security Program to ensure the confidentiality, integrity, and availability of all computer and data communication systems while meeting the necessary legislative, industry, and contractual requirements.</li><li>LinkedIn policies, procedures, and standards are based on the International Organization for Standardization (ISO)/International Electrotechnical Commission (IEC) 27001. In addition, we use an independent third-party body to audit our compliance with leading industry standards periodically. </li><li>LinkedIn implements active sync deletion, which ensures that when you delete an email in your client, it is automatically removed from our application as well. This feature has been developed with extensive effort to ensure compliance with the Digital Markets Act (DMA).</li><li>As part of DMA compliance, when a contract becomes inactive (suspended), LinkedIn automatically deletes all third-party data, including data from Outlook or Google. This applies to both email and calendar features.</li><li>You can request access for LinkedIn’s audit reports or letters of attestation for our certifications <a rel="" href="https://linkedin.safebase.us/" target="_self">via our secure portal</a> and view <a rel="" href="https://security.linkedin.com/trust-and-compliance" target="_self">additional industry standard certifications</a> that we maintain. For more information, please reach out to your LinkedIn relationship manager.</li></ul> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-ozamw" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">Is email and calendar data encrypted in transit when it passes between Microsoft/Google and LinkedIn?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-ozamw" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>LinkedIn encrypts all sensitive information in transit across public networks. Our API integrations with Microsoft Graph and G Suite APIs connect via HTTPS and use OAuth to authenticate access to those APIs.</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-flcvy" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">Where will customer data and personal data be stored and what type of database technology does LinkedIn use?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-flcvy" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>At this time, all customer data and personal data is stored in LinkedIn’s data centers in the United States.</p> <p>LinkedIn uses a combination of internally-developed and commercially available database technologies to power our applications and services. This includes distributed NoSQL databases, relational databases, key-value stores as well as other data stores depending on the requirements of the service accessing the data. </p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-soagj" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">Are Email and Calendar Integrations GDPR compliant?</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-soagj" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <p>LinkedIn complies with EU data regulations, including the European Union General Data Protection Regulation (GDPR), U.S. Swiss Safe Harbor Framework, and the Standard Contractual Clauses adopted by the EU Commission for residents of the European Union. The email syncing and interview scheduling feature, like the rest of Recruiter, is designed to be used in a GDPR compliant manner. Contract admins/owners can request contract data to be deleted, and that includes all the email content connected to their contract.</p><p>The goals of the GDPR are consistent with LinkedIn’s longstanding commitment to data protection and transparency. This is reflected in our focus on building data protection into our products, providing our members with control over their data, and being transparent about how we use member data. Email syncing and interview scheduling features are built to enable customers to use them in a GDPR compliant manner. Customers are responsible for their own GDPR compliance. Specifically, as with Recruiter in general, customers should get advice from their own counsel regarding GDPR compliance on the following:</p><ul><li>Any personal data they may gather through Recruiter</li><li>Ensuring the provision of personal data to LinkedIn is consistent with their obligations under GDPR</li></ul><p>Learn more about <a rel="" href="https://www.linkedin.com/help/recruiter/answer/a717146" target="_self">GDPR on LinkedIn</a>.</p> </div> </div>  </div> </div> <div class="collapsible article-content__collapsible" data-test-selector="collapsible"> <button aria-controls="collapsible__body-pcugj" aria-expanded="false" class="collapsible__trigger plain-button " data-test-selector="collapsible-trigger" type="button"> <span class="t-16 t-bold article-content__collapsible-trigger-text">LinkedIn, MSFT, Google Privacy Policies</span> <li-icon size="large" color="inverse" class="collapsible__icon " data-test-selector="collapsible-icon" type="chevron-down-icon"></li-icon> </button> <div id="collapsible__body-pcugj" class="collapsible__body article-content__collapsible-body" data-test-selector="collapsible-body" hidden tabindex="-1"> <div class="collapsible__content"> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <ul><li><a rel="" href="https://www.linkedin.com/legal/user-agreement" target="_self">LinkedIn User Agreement</a></li><li><a rel="" href="https://www.linkedin.com/legal/privacy-policy" target="_self">LinkedIn Privacy Policy</a></li><li><a rel="" href="https://developers.google.com/terms/api-services-user-data-policy#additional_requirements_for_specific_api_scopes" target="_self">Google Limited Use requirements</a></li><li><a rel="" href="https://learn.microsoft.com/en-us/legal/microsoft-apis/terms-of-use" target="_self">Microsoft APIs Terms of Use</a></li></ul> </div> </div>  </div> </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <h2><strong>Related tasks</strong></h2><ul><li><a rel="" href="https://www.linkedin.com/talent/home" target="_self">Sign in to Recruiter</a></li><li><a rel="" href="https://www.linkedin.com/help/recruiter/answer/a1505772?hcppcid=search" target="_self">Authorize your email and calendar settings in Recruiter</a></li><li><a rel="" href="https://www.linkedin.com/help/recruiter/answer/a416395?hcppcid=search" target="_self">Sync your calendar with Scheduler in Recruiter</a><br> </li></ul> </div> <div class="t-14 article-content__rich-text hue-default-color" data-test-selector="preRenderedMarkup-container"> <h2><strong>Learn more</strong></h2><ul><li><a rel="" href="https://www.linkedin.com/help/recruiter/answer/a1506756?hcppcid=search" target="_self">Microsoft 365 email and calendar integration guide</a></li><li><a rel="" href="https://www.linkedin.com/help/recruiter/answer/a1510779?hcppcid=search" target="_self">Google Workspace email and calendar activation guide</a></li><li><a rel="" href="https://www.linkedin.com/help/recruiter/answer/a1506755?hcppcid=search" target="_self">Email syncing Recruiter Admin FAQ</a></li><li><a rel="" href="https://www.linkedin.com/help/recruiter/answer/a1511762?hcppcid=search" target="_self">Email syncing Recruiter user FAQ</a></li></ul> </div> </article>  <div class="placeholder " id="helpfulness-rating"> </div> </div> <div class="article-details-content__delimiter"></div> <aside class="article-details-content__aside"> <div class="article-details-content__tags"> <h3 id="tagged-header" class="hue-web__header--aside t-bold t-16" data-test-selector="topicTags-header"> Tagged in </h3> <ul class="pill-list article-page-pill-list hue-artdeco-pill" data-test-selector="topicTags-container"> <li class="pill-list__item" id="topic-link-a101040" data-test-selector="topicTags-list-item"> <a class="pill basePadding label" href="/help/recruiter/topic/a101040" data-test-selector="topic-tag-link" 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Data and privacy for email and calendar integrations FAQ | Recruiter Help