This article covers how long RecMan keeps customer data, how it's deleted, and who owns it.
Data ownership
- Customer data remains the exclusive intellectual and physical property of the customer. RecMan acts strictly as a Data Processor under applicable agreements.
- Customer data is processed solely to provide, maintain, and support the RecMan platform under the terms of our main agreement and Data Processing Agreement (DPA).
Access controls
Access to production customer data by RecMan personnel is strictly restricted to authorized staff with a verified business need (e.g., technical support), controlled via Role-Based Access Control (RBAC), and logged.
Data retention principle
- RecMan retains active customer data only as long as an active subscription is maintained or as required by governing legal, statutory, and regulatory obligations.
- Account administrators can delete candidate records, employee files, or individual data assets within their RecMan tenant at any time during an active subscription.
Deletion on account termination
- Upon contract expiration or formal subscription termination, all customer data stored within the active RecMan database is automatically and permanently deleted within 14 calendar days; no separate deletion request is required.
- Residual data stored in encrypted, rotated backup archives is permanently overwritten and purged in accordance with our standard backup rotation schedule (up to 180 days).
Exporting data before deletion
- Self-service export options: Prior to subscription termination, customers maintain full capability to export their data at any time using built-in reporting tools or via the RecMan API.
- Assisted data exports: If specialized export assistance or bulk database dumps are required prior to account termination, RecMan can perform custom data exports on the customer's behalf under a standard professional services statement of work.
Artificial Intelligence (AI) and Machine Learning privacy
Customer data, including candidate CVs, applicant notes, job descriptions, and communication logs, is never used to train public or foundational third-party AI models.
Candidate privacy and GDPR
- Right to Erasure (DSAR): Customer admins can permanently anonymize or delete candidate records directly within the platform in real time.
- Consent and retention Management: Built-in tools allow administrators to configure automated consent expiration rules and retention limits for candidate databases.
- Data subject access exports: System admins can generate structured data exports (JSON/PDF/Excel) for specific candidates upon request.
Sub-processor
- Core sub-processor: RecMan relies exclusively on Amazon Web Services (AWS) as its primary infrastructure sub-processor. All core database hosting, file storage, and data processing reside strictly within AWS EU/EEA regions.
- Default EU data residency: All primary cloud infrastructure and default data processing activities take place exclusively within the EU/EEA.
- Customer-enabled integrations: Customers can choose to activate optional third-party integrations within the RecMan platform. When enabled, data processed by these services is governed by the customer's own agreements with those third-party providers. Data processing and storage locations for integrated services depend directly on the customer's specific tenant setup and vendor configurations.