Overview
To support privacy and data protection requirements, the system applies automated retention periods for candidate and application data.
Once a retention period expires, the relevant records are permanently deleted and cannot be recovered.
If your organisation requires historical information for reporting or compliance purposes, we recommend exporting data before the retention period expires.
Standard Retention Periods
| Record Type | Retention Period |
| Unsuccessful applications | 2 years |
| Successful applications | 3 years |
| Candidate profiles | 1 year after last activity and removal from talent pools |
After these timeframes, records are automatically removed from the system.
How Candidate Data Is Structured
Candidate information is stored in two main records:
Candidate Profile
- Represents the individual candidate
- Contains personal details, documents and talent pool memberships
Application
- Represents a candidate applying for a specific job
- A single candidate profile may have multiple applications
What Happens When Data Is Deleted?
Applications
When the retention period expires:
- The application record is deleted
- Related data such as notes, attachments and communications is also removed
Candidate Profiles
A candidate profile is deleted when:
- All associated applications have been deleted
- The profile is inactive beyond the retention period
- The candidate is not part of an active talent pool
Once deleted, candidate information cannot be restored.
Talent Pools
Candidates can remain in a talent pool even after an application is closed.
Profiles will be deleted when:
- The candidate has no remaining applications, and
- The profile has been inactive for the retention period.
Offer Documents and Contracts
If the system is used to send offer packs or employment documents, these are deleted in line with the successful application retention period.
The recruitment platform should not be used as the long-term system of record for employment documentation.
Organisations should store signed contracts and employment records in their HRIS or internal document management system.
Reporting and Data Exports
Once records are deleted:
- Candidate data is no longer available in the system
- Historical reports may change as records are removed
If long-term reporting is required, organisations should regularly export data.
Data exports may include:
- Candidate details
- Application data
- Job details
- Application history
Contact Support if you require assistance with exports.
Need Help?
If you have questions about data retention or require assistance with exports or configuration changes, please contact Support.