Homerun

Because of the privacy regulations, you are not allowed to store candidate data indefinitely. This is why you are responsible for deciding how long you want to keep personal data. This period is called the data retention period.

After a candidate has applied, the start of the retention period will be the last time the candidate had contact with you through Homerun. Every time you have contact with a candidate within Homerun, and the candidate responds to this, the retention period extends with the set retention period.&nbsp;

If the data retention period is about to end, you can request a candidate to keep their data longer.

If you've changed the data retention period in your Privacy settings, candidates who applied before the change will keep their original data retention period. New settings apply only to candidates who apply after the changes.

Extending the data retention period by automated email request

Open the candidate's profile and scroll all the way down to the data retention box, under 'About'.

Click Edit, next to the expiration date of the period.

By default, the option will be set to 'Request extension with automated email'.

Set a new end date for the data retention period, then choose an email template or write your own email to explain why you want to extend the data retention period.

Click 'Send email'. The candidate will receive an email with options to either agree ('Yes') or disagree ('No') with the extension.

If the candidate agrees, the new date will be updated in their profile. If they decline, the date remains unchanged.

1. Open the candidate's profile and scroll all the way down to the data retention box, under 'About'.
2. Click Edit, next to the expiration date of the period.
3. By default, the option will be set to 'Request extension with automated email'.
4. Set a new end date for the data retention period, then choose an email template or write your own email to explain why you want to extend the data retention period.
5. Click 'Send email'. The candidate will receive an email with options to either agree ('Yes') or disagree ('No') with the extension.
6. If the candidate agrees, the new date will be updated in their profile. If they decline, the date remains unchanged.

Extending the data retention period manually

Click 'Edit', next to the expiration date of the period.

Select 'Change end date manually'.

You can now set a new end date for the data retention period.

Confirm this by clicking 'Update'.

1. Open the candidate's profile and scroll all the way down to the data retention box, under 'About'.
2. Click 'Edit', next to the expiration date of the period.
3. Select 'Change end date manually'.
4. You can now set a new end date for the data retention period.
5. Confirm this by clicking 'Update'.

Note: the candidate will not receive a confirmation about the extension if you update the data retention period manually.

Want to know more about GDPR and how you can be compliant? ​Check out <a href="https://www.homerun.co/gdpr" rel="nofollow noopener noreferrer" target="_blank">The GDPR ready to roll hiring guide</a>.