Erasing a candidate

Erase a candidate for good, from their applications and files to emails, notes and connected systems, or put them on legal hold to keep their data longer.

How-to guide2 min read

Erasing a candidate skips the bin and can't be undone. It happens when their retention time is up, when you answer an erasure request, or by hand.

Who can erase

Admins can, and recruiters when the organisation allows it under Settings › Hiring rules. Hiring managers and viewers can't. Erasure requests are answered under Data requests, which only admins see.

Erasing by hand

On the candidate's profile, under Privacy, choose Erase for good. The dialog lists what will go, such as 2 applications, 3 files and 14 timeline entries. Type their first name to confirm.

What is erased

Their name, email address, phone, links and tags
Their applications and answers
CVs and documents, removed from storage
Emails to and from them, and their replies
Your team's notes, ratings, scorecards and feedback requests about them
Their interviews, including the events in the team's connected calendars
Offers, assessments, referrals and campaign messages for them
Their timeline, consents, sign-in codes and automations waiting to run

What stays has nothing personal in it:

Reports: an anonymous row per application (job, source, stage and dates), so your numbers stay right.
Audit trail: who did what and when, with the candidate shown as erased.
Data requests: that a request was made and answered.

Careers Orbit also sends careers.candidate.erased to Orbit Exchange and your webhooks, so connected systems such as an HR system can erase their copies. Emails already delivered stay in the candidate's own inbox.

Legal hold

When data must be kept, for example during a claim, someone who may erase chooses Legal hold on the profile and writes why, with an end date if you know one. While the hold lasts, the scheduler and erasure requests leave the candidate alone, and Erase for good asks you to lift the hold first. Lift the hold puts the retention rules back in charge. Both are in the audit trail with your reason.

When an organisation is deleted

When your organisation is deleted in Bifröst Orbit, everything in Careers Orbit goes with it: jobs, candidates, files, settings and the audit trail.

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Retention rulesSet how long candidates' data is kept after a rejection, a withdrawal or a hire, how long talent pool consent lasts and who is told first. The scheduler erases what is due.Data requestsAnswer candidates who ask to see, correct or erase their data, from their account or by email, within the month shown on each request.Who can do whatAdmins run everything, Recruiters write and publish jobs and see every candidate, Hiring managers work on their own jobs, and Viewers look.The audit trailSee who changed or read what in Careers Orbit, and when, filtered by kind of change, candidate data or person.