Candidate Data Retention and Purge Protocol (Retention)

Candidate Data Retention and Purge Protocol (Retention)

1. 01

   Map every system that stores candidate video, transcripts, and scores before writing any purge rule

   List the screening platform, the ATS, shared drives, and any Zapier or API hop that copies files downstream. Agencies routinely find candidate video sitting in three places when they assumed one.

2. 02

   Set a per-client retention clock in the contract, not in the tool default

   Most platforms ship with indefinite storage. Write the window (30, 60, or 90 days post-decision) into the retainer scope so the client owns the policy and the agency executes it.

3. 03

   Tag candidates by role seniority at intake to drive different purge schedules

   Volume junior screens can clear in 30 days; senior or niche roles where the client may reopen the search often need 90 to 180 days. One blanket rule will either expose the agency or delete a shortlist the client still wants.

4. 04

   Schedule the purge as a recurring calendar job with a named owner

   A quarterly sweep assigned to a specific delivery lead beats a vague instruction. Record the completion date and the record count deleted in the client folder.

5. 05

   Confirm deletion at the storage layer, not just the interface

   Deleting a candidate in a dashboard does not always remove the underlying video asset or transcript. Spot-check one record end to end each quarter.

6. 06

   Publish a one-page candidate notice covering AI scoring and video storage

   State what is recorded, how long it is kept, and who reviews it. Candidates in senior roles ask this directly, and a clear answer protects the client's employer brand.

7. 07

   Review the purge log at each retainer renewal

   Bring the deletion record to the renewal conversation. It converts a compliance chore into evidence that the agency runs a governed process.