Data Retention Policy

Data Retention

The eArcu data retention policy is compliant with the General Data Protection Regulation (GDPR)
which specifies that personal data shall be kept for no longer than is necessary for the purposes for which it is
being processed.

This is particularly relevant to the personal data (client confidential) collected by eArcu on behalf of
its clients as part of the job application process. For the purposes of the data retention policy and the
retention of client confidential data the following definitions are used.

• Data Archiving – data is logically deleted from the client database and will no longer be
visible in the eArcu application. At this stage, data will be recoverable if requested by the
client.

• Data Deletion –Data will be physically deleted from the client database after 90 days of being
archived. It will no longer be possible to recover the data once data deletion has occurred.

• Job Application – Refers to all the data associated with a job application for a single vacancy.
A candidate may have multiple applications.

• Profile – A profile holds basic information common to all of a candidate’s applications. This
includes the information the candidate used to register with the eArcu system, e.g. username
and password.

When the personal data is no longer necessary in relation to the purpose for which it was originally
collected. i.e. when the application process for a position has been completed, if the candidate has
not opted for the data to be retained as part of a talent pool, the data will be archived and then
deleted within time scales that are defined by the client. More specifically:

Data Retention of Job Applications

By default, job application data is archived after an application has been in the same status for 365
days. This can be overridden on a status by status basis. Example statuses are New, Interviewed, and Rejected. Applications with a status of Hired are retained for 7 years before being archived.

Data Retention of Vacancy Information

Vacancies will be retained in the system for a minimum of 365 days. Vacancies that have existed in
the system for more than 365 and have no applications will be archived.

Data Retention of Profile Information.

Profiles will be retained in the system for a minimum of 365 days. Profiles that have existed in the
system for more than 365 and have no applications will be archived unless they have explicitly
consented to be contacted beyond this period. This normally means they are in a talent pool.