How do I extend the data retention period?

Want to know more about GDPR and how you can become compliant? Check out The GDPR ready to roll hiring guide.

Because of the new privacy regulations, you are no longer 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 resets automatically.

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

Changing the data retention period by request

  1. On the profile of a candidate, go to the data retention box, below ‘timeline’
  2. Click ‘edit’, next to the deadline of the period.
  3. Automatically, the option will be set to ‘request extension with automated email’.
  4. You can now set an end date for the data retention period, pick an email template or write your own email to specify why you want to extend the period.
  5. By clicking ‘update’, the candidate will receive an email with the question to extend the period and two buttons, ‘yes’ and ‘no’. When the candidate clicks ‘yes’, the new date will be visible in the profile, when the candidate clicks ‘no’, the date will remain the same.

Changing the data retention period manually

  1. On the profile of a candidate, go to the data retention box, just below ‘timeline’.
  2. Click ‘edit’, next to the deadline of the period.
  3. On the left, click ‘change end date manually’.
  4. You can now set an end date for the data retention period and confirm this by clicking ‘Update’.

    Note that the candidate will not receive a confirmation about the extension.

If you've changed the existing retention period, the candidates who applied before the change will retain their original data retention period. The new settings will only be applicable to new candidates. 

Want to know more about GDPR and how you can become compliant? Check out The GDPR ready to roll hiring guide.

Was this article helpful?

Can't find what you need?

Lieveke and the team are here to help. Chat with us.