Candidate Data Retention and Consent Closeout (Handoff)

Candidate Data Retention and Consent Closeout (Handoff)

1. 01

   Freeze the screening workspace the day the client signs off on the shortlist

   Set every async interview, video form, and scheduling link to read-only so no new responses land after the placement decision is recorded.

2. 02

   Export the evaluation record in a format the client can actually open

   Pull scores, reviewer notes, and timestamps into a single file the client's HR system accepts, since a branded portal that only the agency can log into creates a dependency the client will resent at renewal.

3. 03

   Separate what the client keeps from what the agency deletes

   Shortlisted candidate files transfer to the client; rejected applicant video and transcripts stay with the agency only as long as the stated retention window, then get purged on a dated schedule.

4. 04

   Confirm consent language covers the recording, not just the application

   One-way video and AI-scored interviews need explicit candidate permission for storage and review. Where a client operates in a regulated sector, route the consent text past their counsel before the next requisition opens.

5. 05

   Document which decisions were machine-assisted and which were human

   Note the scoring method, the reviewer of record, and any override applied. If a candidate later disputes an outcome, the agency needs a defensible trail rather than a reconstructed one.

6. 06

   Hand the client a one-page summary of the screening cycle

   Include volume screened, time-to-shortlist, and the share of candidates advanced. This is the artifact that justifies the retainer line at the next quarterly review.

7. 07

   Revoke third-party access and rotate shared links

   Remove departing reviewers from the platform, expire public scheduling URLs, and confirm no candidate-facing link still resolves to a live form.