Permissions: Site Admin
Product tier: Available for all subscription tiers
Data selected for deletion in a data retention rule will be removed from all reports and from the candidate profile after a configured time period when the candidate is rejected on all applications, or when the candidate requests that their data be deleted.
The tables below outline the actions Greenhouse Recruiting takes when your organization elects to delete / anonymize certain data.
Personal info
Note: Data retention rules only delete personal information as it appears on their candidate profile. The
Activity Feed could continue to show logs that display some candidate details.
| Data |
Details |
| Name and pronunciation recording |
Deletes the candidate's name and recording and replaces the name with Anonymized #.
|
| Pronouns |
Deletes the candidate's personal pronouns. |
| Current company |
Deletes the candidate's current company. |
| Current title |
Deletes the candidate's current title. |
| Headline |
Deletes the candidate's headline. |
| Phone numbers |
Deletes all phone numbers attached to the candidate profile. |
| Email |
Deletes all email addresses attached to the candidate profile. |
| Social media |
Deletes all social media addresses attached to the candidate profile. |
| Websites |
Deletes all website addresses attached to the candidate profile. |
| Address |
Deletes the candidate's address. |
| Education |
Deletes all education values attached to the candidate profile. |
| Employment |
Deletes all employment values attached to the candidate profile. |
| Custom demographic question responses |
Deletes any custom demographic question responses attached to the candidate profile. |
| EEOC question responses |
Deletes any EEOC responses associated with the candidate profile. |
Other details
| Data |
Details |
| Candidate custom fields |
Deletes all custom candidate fields attached to the candidate's profile. |
| Location |
Deletes the location field for each of the candidate's applications. |
| Tags |
When selected, this removes all tags attached to the candidate's profile. |
| Referral questions |
Deletes all referral answers. |
| Follow-up reminders |
Deletes any follow-up reminders configured for the candidate. |
| Attachments |
Deletes all attachments and resumes for all applications associated with the candidate. |
Source
| Data |
Details |
| Source |
Deletes the source for all applications associated with the candidate. |
| Who gets credit |
Deletes the credited to value for all applications associated with the candidate. |
Responsibility
| Data |
Details |
| Recruiter |
Deletes the recruiter value assigned to the candidate. |
| Coordinator |
Deletes the coordinator value assigned to the candidate. |
Candidate / prospect process
| Data |
Details |
| Job post questions |
Deletes candidate responses to job post questions. |
| Application custom fields |
Deletes all application custom field responses. |
| Candidate stage data |
Deletes the entered / exited dates from every stage, moves the application back to the first stage, and makes the application date equal today. |
| Scorecards and interviews |
Deletes all scorecards with this candidate ID and all interviews with any application from this candidate ID. |
| Offer custom fields |
Deletes all information on all offers on any of this candidate's applications without destroying that an offer was made. |
| All offer data |
Deletes all offers for each of this candidate's applications. |
| Rejection reason |
Deletes rejection reasons for all applications associated with the candidate. |
| Rejection notes |
Deletes all notes specifically related to this candidate's rejection. |
| Rejection questions |
Deletes all rejection answers for this candidate. |
| Prospect pool and stage |
Deletes the prospect pool and the prospect pool stage for every application associated with this candidate. |
| Prospect owner |
Deletes the prospect owner each of this candidate's prospect applications. |
| Prospect considering for jobs |
When selected, this removes all associations between this prospect and jobs. |
| Prospect considering for offices |
When selected, this removes all associations between this prospect and offices. |
| Prospect considering for departments and offices |
When selected, this removes all associations between this prospect and departments. |
| Forms |
Deletes all candidate responses to forms. |
| Sourcing Automation ( includes Activity Feed Emails) |
Deletes all prospect data including emails stored in the activity feed.
Note: This option is only visible for users with the Sourcing Automation add-on. Greenhouse Recruiting doesn't modify or delete emails in Gmail/Outlook.
|
Activity feed
| Data |
Details |
| Activity notes |
Deletes all items in the candidate's Activity Feed that are considered an "Activity" type. |
| Emails |
Deletes records of any email sent to the candidate via Greenhouse Recruiting. |
| Notes |
Deletes all notes on the candidate. |
| Prospect touchpoints |
Deletes all touchpoints on the candidate, all the candidate's applications, and any notes associated with touchpoints. |
| LinkedIn InNotes |
Deletes records of any LinkedIn InNotes synced to this candidate from LinkedIn. |
| LinkedIn InMail |
Deletes records of any LinkedIn InMails synced to this candidate from LinkedIn. |
Integrations
| Data |
Details |
| Third-party integrations |
Disconnects the candidate's profile from the LinkedIn RSC integration. |