Data and privacy
How long candidate data is kept, what is deleted when, and what always stays.
Consent
Every application form asks whether the candidate agrees to be kept on file. That one answer decides how long their data is retained.
Retention
| Candidate's choice | Kept for | Counted from |
|---|---|---|
| Agreed to be kept | 24 months | The day the role closes or is filled. |
| Did not agree | 90 days | The same day. A link in their confirmation email lets them change their mind. |
Hired candidates
Hired candidates are never purged by retention.
What is deleted, and what stays
When the retention period ends, the record is reduced to a stub. This runs automatically every day.
- Deleted: CV files, answers, the parsed CV, scores, feedback and interview notes.
- Kept: name, email, final stage, dates and the activity log.
CVs from applications that were started but never submitted are also deleted automatically.
How AI uses the data
- AI reads a CV to suggest answers for the application form, and to score the match once the application exists.
- AI drafts, summarizes and suggests. It does not make hiring decisions, and moving a candidate is always your action.
- Rejection feedback is written with AI and says so. It never states a reason for the decision.
- Interview Copilot joins under Onboardila's own name, which is also the notice to the candidate that the call is recorded.
Audit trail
Onboardila records who published a role, moved a candidate, hired, rejected or edited an offer, and when. The activity log stays even after a record is reduced to a stub.