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Data retention

The GDPR asks you to keep personal data no longer than you need it. Brain > Settings > People & access > GDPR holds the rules Brain applies for you: how long it keeps job applications and CVs, when it archives leads nobody worked on, and which address your team uses for privacy questions.

Brain applies the rules every night. The page shows when they were last applied.

Set the retention rules

Steps

  1. In Nucleo, go to Brain > Settings > People & access > GDPR.
  2. In Candidates (CV and applications):
    1. In Keep applications for (months), enter a number from 0 to 120. 0 keeps applications without limit.
    2. Turn Anonymize when expired on to delete the CV files and replace the profile with an anonymous record when the period ends. Turn it off to only archive the candidate.
  3. In Leads never worked, in Archive leads with no activity after (months), enter a number from 0 to 120. 0 never archives leads automatically.
  4. In Privacy contact, enter the Privacy contact email your team should use for data-subject requests.
  5. Click Save GDPR settings.

The new rules apply from the next nightly run.

Tip
For unsolicited job applications, the GDPR guidance is to keep them up to 24 months, unless the candidate agrees to a longer period.

What happens when data expires

RuleWhat Brain does
Applications, with Anonymize when expired onDeletes the CV files and replaces the candidate's personal data with an anonymous record. The area and seniority stay, for statistics.
Applications, with Anonymize when expired offArchives the candidate. Their data stays in Brain.
Leads never workedArchives leads with no activity for the set number of months. You find them in archived leads.
Caution
Anonymization can't be undone: once the CV and personal data of a candidate are removed, Brain can't bring them back.

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