To ensure compliance with GDPR requirements, we have implemented a structured retention and deletion process for both job applications and talent pool profiles. This ensures personal data is handled securely, transparently, and only stored for as long as necessary.
📌 Retention Overview
Job applications and talent pool profiles are stored for a defined retention period. Once this period expires, the system automatically initiates a GDPR retention flow.
⏰ What happens when retention expires?
When the retention period ends:
The profile or application is marked for deletion.
GDPR managers are notified about the upcoming removal 7 days before the removal.
The individual (applicant or talent) is informed and given 7 days to extend the retention period.
If no action is taken within 7 days, the data is permanently deleted and cannot be restored.
📧 Notifications & Communication
We support a full notification setup to ensure transparency:
GDPR managers receive notifications via email, in-app, and push notifications.
Candidates and talents receive notifications about upcoming expiration.
Notification content for candidates can be customized per setup.
Important: ensure GDPR managers are added to receive retention and deletion notifications
🧠 Talent Pool & Application Coverage
The GDPR retention flow includes:
Job applications
Talent Pool profiles
Applicants and talent pool members with dedicated retention handling
⚙️ Additional Features
To improve control and visibility:
Dedicated GDPR notification filters for managers
Pending deletion indicators in Talent Pools and Job Applications
Exclusion of talents with active contracts from automatic deletion
✅ Summary
The GDPR retention system ensures that data is:
Stored only as long as necessary
Managed transparently with clear notifications
Deleted securely when no longer needed
Fully configurable for organizational needs