Candidate Data Retention and Purge Protocol (Retention)

Candidate Data Retention and Purge Protocol (Retention)

1. 01

   Map every candidate record store before writing a single deletion rule

   List the async interview platform, the ATS, the shared drive of recorded video, and any spreadsheet a junior recruiter built on the side. A purge rule that misses one store leaves client data exposed and makes the whole policy unenforceable.

2. 02

   Set a per-client retention window in the contract, not in the tool settings

   Most platforms default to indefinite storage. Write the window (for example 12 months for placed candidates, 6 months for rejected volume applicants) into the client agreement first, then configure the platform to match.

3. 03

   Tag every candidate record with the client, role, and screen outcome at intake

   Untagged records cannot be selectively purged when one client exits. Require the tagging step in the intake form so deletion by client is a filter, not an archaeology project.

4. 04

   Schedule a quarterly purge run and assign one named owner

   A recurring calendar block with a single accountable person beats a policy document nobody reads. Log the run date, record count deleted, and any exceptions in a shared sheet the client can be shown.

5. 05

   Hold senior-role and executive-search records to a separate, longer clock

   Niche senior candidates often expect a human relationship that outlasts a volume screen, and deleting their file mid-conversation damages the client brand. Carve these out explicitly rather than letting the default rule sweep them.

6. 06

   Confirm vendor-side deletion in writing, not just in the dashboard

   Ask each platform for written confirmation that backups and derived scoring data are purged, since a deleted record can persist in model training or archive tiers. Forrester's warning that vendors set limits, control access, and arbitrate their own disputes applies directly here.

7. 07

   Report purge completion to the client as a line item in the retainer review

   One paragraph in the quarterly review turns a compliance chore into visible governance. It also gives the account lead a reason to re-confirm the retention window before renewal.