Keep and erase applicant data

How long a workspace keeps applications, what erasing removes, how to erase an applicant, and how candidates delete their Jobs data.

In short

A workspace keeps finished applications for a set time - 1 year unless changed - then erases them. A hiring team can erase an applicant at once on request, and a candidate can delete all their own Jobs data.

Before you start

• Who: people who manage hiring choose the retention and erase an applicant. A candidate deletes their own Jobs data from their profile.
• Plan: none.
• First: think before you erase. Erasing cannot be undone.

Choose how long applications are kept

1. Open Jobs › "Hiring" › "More" › "Hiring settings".
2. Choose "Keep applications for": 6 months, 1, 2 or 3 years.
3. Press "Save".

Erase an applicant on request

1. Open the applicant.
2. Open the sheet's … menu and choose "Erase candidate data".
3. Type the word shown to confirm, then press "Erase data".

This cannot be undone Use it when the applicant asks you to. Their data is deleted for good.

Answer a person who asks for their data

1. Open Jobs › Hiring › "More" › "Hiring settings" › "How you hire".
2. Under "A person asks for their data", type the address they asked from in "Their email address".
3. Press "Download their data". One JSON file downloads with everything your organization's hiring holds about them.

• The file covers every application to your organization's roles under that address - the one typed in by your team, or the account it belongs to - with its stage history, messages, the team's comments, interviews and scorecards, screenings, assessments, offers, the CV summary and their talent pool place. Colleagues are not named in it.
• Only people who manage hiring in the organization can download it, and only in the app. If nothing is held under the address, the screen says so and nothing downloads.
• An erased application holds nothing and is not in the file.

Delete your own Jobs data

1. Open Jobs & hiring › "Find work" › "Profile" › "Your Jobs data".
2. Press "Delete my Jobs data".
3. Type "delete" and press "Delete my data".

What erasing removes

Good to know

• The time counts from when an application is rejected, withdrawn or hired, or its role closes or is deleted, whichever comes first. A check runs every six hours.
• The people who manage hiring in the workspace choose the retention.
• Erasing an application in progress withdraws it first; interviews ahead are called off without naming the candidate. A hiring board card is renamed Erased applicant.
• A candidate's own deletion erases their profile and resume, verified skills, saved roles, alerts and follows, and applications. Teams of applications in progress are told an applicant withdrew, without a name. Roles they post as a hiring team are not affected.
• Hiring reports never name applicants, and the change history records that details changed, never what they said.

If something goes wrong

• A period that is not offered is refused: choose 6 months, 1, 2 or 3 years.
• Nothing more can be done to an erased application; it stays as a number.

Related

• /help/settings/your-data-and-account
• /help/jobs/review-applicants
• /help/jobs/cv-summaries