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Effective 31 August 2026. Version 1.0. Forms part of the Privacy Policy and the Terms of Service.
The principle. We keep personal data only as long as there is a purpose or a legal duty that requires it, then we delete it. Employers control the retention period for their own candidate records. Deletion is permanent and we cannot undo it, so export anything you need to keep.
| Category | Default period | Why |
|---|---|---|
| Session recordings (audio and video) | 12 months from the session, or the employer's configured period if shorter | Review, dispute resolution, defence of a discrimination claim |
| Transcripts, scores, AI reports, assessment answers | 12 months, or the employer's configured period | Same, plus explaining an automated decision |
| Proctoring events and integrity summary | Deleted with the session they belong to | No purpose once the session record is gone |
| Application record, CV, contact details | Until the employer deletes it, or the job is deleted, or the retention period expires | The employer is the controller and decides |
| Applicant portal profile, CV, mock interviews, wallet | While your account is open, then 90 days | Accidental-deletion grace period, then erasure |
| Employer account and company settings | Life of the account, then 90 days | Reactivation window, then erasure |
| Messages between employer and candidate | With the application they belong to | Context for the process |
| Session access logs (IP, city, device) | 12 months | Security, fraud and integrity investigation |
| Security and application logs | 12 months | Incident detection and investigation |
| Credit ledger and usage records | 7 years | Billing dispute and audit |
| Invoices, tax and accounting records | 7 years | Legal obligation. Not deletable on request |
| Backups | Rolling, overwritten within 35 days | Disaster recovery. See section 4 |
Ask the employer first, because they are the controller of your application. You can also email privacy@aihire.io and we will route your request and confirm we have done so. Where we are the controller, for example your applicant portal account, we act on it directly within thirty days. We may keep a minimal suppression record, your email in hashed form, to make sure a deletion is not silently undone by a later re-import.
We aim to meet the periods above and we design the system around them. They are a statement of policy and of intended operation, not a warranty. A deletion can be delayed by an outage, a provider failure or a legal hold. Equally, data can become unavailable earlier than the periods above through fault, incident or third-party failure. Sections 10 and 11 of the Terms of Service govern our liability in either case, and they are the reason you should keep your own copies of records you must retain.