Policy Summary
We hold candidate and recruitment data for 12 months for unsuccessful candidates and for up to 24 months for those who have opted in to candidate pools.
Workable stores data securely , allowing only authorised access and automatically deletes data after the 12 month period is complete. The People team is responsible for ensuring data is deleted in adherence with the data retention periods. Candidates have the right to request withdrawal or deletion of their data at any time.
Data Retention (Hiring) Policy
This policy outlines how we collect, store, retain, and dispose of personal data obtained during the hiring process. It ensures compliance with data protection laws, including GDPR and other applicable regulations, while safeguarding candidate information.
This policy applies to all job applicants, recruiters, hiring managers and those within People Ops who handle candidate data.
We collect and process candidate data solely for recruitment purposes. This includes:
- Contact details (name, email, phone number, address)
- CV and cover letter
- Interview notes , recordings and assessments
- Background checks (if applicable and permitted by law)
- Communication records
Data is primarily collected through Workable, our applicant tracking system, and may also be obtained via direct applications to our hiring or individual inboxes, referrals, or recruitment agencies.
Data Retention Periods
- Unsuccessful Candidates: Personal data will be retained for 12 months from the date of application, unless the candidate consents to a longer retention period for future opportunities.
- Successful Candidates: Once hired, relevant data will be transferred to the employee records and retained according to the company’s employee data retention policy.
- Candidate Pools: If a candidate opts into being considered for future roles, their data will be retained for up to 24 months from the date of consent (application date).
How We Use Workable
Workable is our primary ATS platform, used for:
- Managing candidate applications
- Communicating with candidates and scheduling interviews
- Storing interview feedback and evaluations
- Maintaining candidate records securely in compliance with data protection regulations
All candidate data stored in Workable is subject to the retention periods specified above. Workable ensures data is stored securely and access is restricted to authorised People Ops and hiring team members only.
Data Disposal & Deletion
At the end of the retention period, candidate data will be securely deleted or anonymized unless retention is required for legal reasons. Workable automatically removes expired data in accordance with our retention settings and The People Ops team will conduct a yearly review of workable, inboxes and other platforms where hiring data may be stored to ensure the data retention periods are adhered to.
Candidate Rights
Candidates have the right to:
- Request access to their personal data
- Request correction or deletion of their data
- Withdraw consent for data retention at any time
- Lodge a complaint with a data protection authority if they believe their data is mishandled
Candidates can contact our People Ops team via HR@humanmade.com
Policy Review & Compliance
This policy is reviewed annually and updated as necessary to comply with legal and organisational changes. People Ops are responsible for ensuring adherence to this policy and addressing any data-related concerns.