Candidates, talent pool and privacy

One record per person

A candidate is matched by email address (capital letters ignored). Everyone they have applied for appears on one record, with their CVs, tags and history.

Talent pool

Add a candidate to the talent pool to keep them for future roles. Only do this with the candidate's agreement. They are kept for one retention period from the day you add them, then anonymised like everyone else.

Consent

Candidates who apply on the careers site must agree to your privacy notice. The date they agreed is stored on the application. Write your notice in Recruitment → Settings → Privacy notice.

Retention

Set Keep candidate data for (months) in Settings. The time is counted from the candidate's last application, or from when they were added to the talent pool. Each night, candidates past that point are anonymised: their name, contact details, CV, cover letter, answers and notes are removed. Anyone still in an open application is kept until it closes. The employee record of someone you hired is separate and is not touched.

Anonymised applications still count in your analytics, so your hiring statistics stay accurate.

Deleting on request

If a candidate asks to be removed, open their record and choose Anonymise (right to erasure). This cannot be undone.