The data retention feature allows you to set deletion policies for candidate interview data. When an interview is deleted by the deletion policy the candidate’s video recording, resume, uploaded documents and personally identifiable information (PII) are removed from the database. Candidate PII will be replaced with anonymized data in downloadable reports allowing you continued access to overall account reporting.
To turn on the deletion policy setting, reach out to your customer success partner. If you do not enable the deletion policy during your active subscription your candidates' data will not be deleted during your subscription regardless of the length of time that has passed since the interview completion date.
Please note: If your subscription with HireVue ends, your data will be deleted according to the terms of your agreement.
Once the deletion policy setting is enabled follow the steps below to set a deletion policy in your HireVue account:
- In HireVue, click on your profile icon at the top right then click My Company.
- In the My Company settings click on the Data Retention tab.
Please note: If you do not see this tab this setting is not turned on. If you are interested in using data retention policies reach out to your customer success partner.
3. Under General Deletion Policy you can set the expiration window to your preferred time frame and click Save. The time frame for the policy is calculated from the date the interview was completed.
EX: If a candidate completed their interview two years ago it would be deleted. If a candidate completed their interview yesterday the interview would not be deleted until two years from yesterday.
Please note: The General Deletion Policy applies to the whole account. It will always default to two years and 0 months.
4. Under Custom Team Deletion Policies, you can set a deletion policy by team. Click Add Custom Policy and select the team(s) and timeframe for the expiration window. Always click Save to save your changes.
Please note: The general deletion policy will not apply to the teams specified in the custom team deletion policy.
5. To remove a custom team deletion policy click the trash can icon.
6. Under Custom Interview Deletion Policies you can create a custom deletion policy by candidate. Click Customize an Interview Policy.
7. Use Filter options to set a custom deletion policy by certain criteria. Check the box next to each candidate you are applying the custom deletion policy to.
Please note: There is no check-all option available. You will need to manually check each individual candidate you wish to create a deletion policy for.
8. Once you check the candidate you can choose to Delete now or Set a future date for deletion. Always click Save to save your changes.
- Delete now: Deletes selected candidates when you click Save.
- Set future date for deletion: Select a date to delete all selected candidates.
9. In the Bulk Candidate Deletion section you can upload a spreadsheet with the email addresses of every candidate you want to delete. Either drag and drop a .csv file into the box or click browse your computer to select the file, then click Delete Candidates.
10. A box reminding you this action is permanent and cannot be undone will appear. To delete the candidates listed in the .csv file click Delete.