Under GDPR you must not keep candidates longer than needed, leave people alone who don't want contact, and be able to erase someone who asks. Hyre covers all three.
Before you start
Anyone in your organization can mark someone Do not contact.
Only an owner or admin can set retention periods and erase someone.
The privacy features below are on when your organization works with contact records (Records) in Hyre. Don't see the Privacy section or the Privacy and retention card? Send us a message through Helpdesk.
Setting retention periods
Every candidate gets a Keep until date in Hyre: the last interaction, application, consent or creation date in your ATS, plus a number of months. 1. Go to Settings › Organization and find the Privacy and retention card.
2. Fill in Months to keep without consent (default 1) and Months to keep with consent (default 12). You can choose 0 to 120 months. 3. Click Save. The new dates are calculated at the next daily run. 4. Under Past their deadline you see who is past their date, with their Keep until date and last contact. You can click Anonymise per person.
Hyre never erases anyone automatically. People past their date are only listed; you decide. A date never goes beyond the end of a given consent, or a deadline recorded in your ATS.
Marking someone do not contact
Open the person (through Records or from a conversation) and go to the Privacy section.
Click Mark do not contact, enter a reason and confirm.
The person gets a red Do not contact badge.
What happens next: - Nobody can email the person, contact them on LinkedIn or WhatsApp, or add them to a campaign from Hyre. Drafts from the AI assistant are refused too. - Within 30 minutes Hyre removes the person from all running campaigns in your organization. - A bulk import skips marked people and says how many. - To undo it, click Allow contact again.
Does your ATS have a GDPR field saying someone wants no contact? Hyre can take over that mark. Hyre never lifts a mark that came from your ATS by itself.
Erasing someone completely
Open the person and go to the Privacy section.
Click Erase this person at the bottom and type
ANONYMISEto confirm.You get an Erasure receipt: how many conversations, recordings and data were deleted, and which records are still in your own ATS or CRM. Download it with Download receipt.
What gets erased: - All personal data of that person in Hyre: contact details, fields, notes, documents and their text. - Every conversation that only that person was in, with recording, transcript, tasks and drafts. - In conversations with more people, that person's name and address are removed; the rest of the conversation stays. - What remains is only empty data without a name, such as the fact that there was an application, so your counts per job stay right.
Watch out: - Erasing is permanent. It can't be undone. - Hyre doesn't erase anything in your ATS or CRM. The receipt names the records still there; you delete those yourself. The next sync doesn't bring the person back into Hyre. - If the person was marked do not contact, an anonymous "Erased person" line stays on your exclusion list, so they never end up in a campaign again. - If the person messages you again later, Hyre creates a new contact: the address was erased, after all.
How long does Hyre keep what?
What | How long |
Video recording of a meeting | 30 days |
Transcript and summary | Until you delete them |
Drafts | 30 days after the last edit |
Public share link to a conversation | 7, 30 or 90 days or forever; default 30 days |
Candidates from the Sourcing Agent | 30 days |
Invites for colleagues | 7 days |
Backups | Overwritten after 7 days |
When your contract ends, we delete your data within 10 working days, after an export.
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