Understanding data retention
Data retention is all about how long you hold onto candidate information. Because of privacy regulations, you are not allowed to keep candidate data forever. This is why you are responsible for deciding how long you want to keep the personal data you collect from candidates, and this time frame is what we call the data retention period.
The data retention period is the length of time you can hold onto all the personal data you've gathered from a candidate. Once this period ends, you must delete that data.
How data retention works in Homerun
You should inform your candidates about the purpose and period of the storage of their data. If you've entered a consent text, Homerun displays it as a checkbox in the final step of the application form. You can choose whether candidates must tick this box by making it mandatory.
If a candidate gives consent to keep the data for the specified retention period, you'll see the end date of the retention period in their profile. Every time you interact with the candidate, the retention period extends with the specified retention period. For example, if the candidate's retention period is set to expire in 2 days and they send you an email, the data retention period resets.
Using the data retention settings in Homerun
From anywhere in the tool, click Settings in the sidebar on the left
Click on Privacy in the sidebar
Scroll down to Data retention and specify your retention period with and without consent. Make sure to mention this period in your consent checkbox.
Now that you've set the retention period, you can add the consent checkbox. You can read more about that in this article.
Remember, if you change the retention period, existing candidates keep their original settings. New settings only apply to new candidates.
Last contact explained
Last contact is the last time a candidate contacted you or responded to a message sent by you from Homerun. If there was no contact with the candidate, our system will use the application date as the last contact moment.
What happens after the retention period expires?
As soon as the retention period has expired, there are three options available in Homerun. You can choose your option:
Take manual action: This means you will have to take manual action enforcing your retention policy by deleting candidates manually.
Automatically delete the data: This means that Homerun will automatically delete the candidate date when the retention period has expired.
Automatically add this tag to the candidate: then choose the tag you want. Homerun will automatically add your chosen tag to all candidate profiles whose retention period has expired. You can then choose to delete them in bulk or ask for permission to extend their retention period.
You can read more about bulk deleting candidates in this article.
Extending the retention period
Every time you have contact with a candidate within Homerun, and the candidate responds to this, the retention period gets extended with the set retention period. You can read more about extending the retention period yourself on this page.
Do you want to know more about GDPR and how you can be compliant?
Check out The GDPR ready to roll hiring guide.