Short answer: At a career event, let candidates and recruiters exchange a professional profile or choose to submit contact details for a specific follow-up. Explain why the information is collected, who will use it and how long it will be kept; do not treat a scan as permission for every future message.
Make the exchange useful to both sides
A recruiter can share a profile with a name, role, contact route and link to current vacancies. A candidate may prefer to share a portfolio, résumé page or LinkedIn profile rather than hand over extra personal details at a busy booth. Tapytap describes public profiles opened through NFC, QR or a link without a recipient app, with lead forms and team tools. That can support a contact handoff, but it is not an applicant-tracking system unless a particular integration is separately verified.
Use an event-specific destination when the purpose is clear—for example, “View current roles” or “Request a conversation about this position.” If a person voluntarily submits contact details, explain which role or topic they relate to and who will follow up.
Tell candidates what happens to their data
The UK ICO’s recruitment guidance says candidate privacy information should cover the purpose of collection, retention and sharing, and be provided when information is collected. The ICO also says there is no single statutory retention period for all recruitment records; organizations should set and review periods based on their purposes and obligations. These are UK-specific materials, and the ICO says its recruitment guidance is under review. Check the law and guidance applicable to your location.
A practical event notice can state: “We’ll use these details to follow up about the role you discussed. We’ll keep them for [stated period] and share them only with [relevant team/recipient].” Do not promise a period unless your organization has approved it. Ask separately if the person wants to hear about unrelated future opportunities where that is appropriate under local law.
Event follow-up checklist
FAQs
Related guide: Digital Business Cards for Coworking Spaces: Tours and Membership Leads.
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