RolePark Data Retention and Deletion
This page lists how long RolePark keeps each kind of data and what deletes it. For candidate and employee data that a company manages in RolePark, the company is the controller and decides how long to keep it; the periods below describe what the service does by itself.
1. Retention schedule
| Data | How long | How it is deleted |
|---|---|---|
| Candidates, applications, notes, interviews, assessments, offers and files in a company’s workspace | Until the company deletes them or deletes its account. RolePark does not delete them automatically. | By the company in the workspace; by the candidate by deleting the cabinet account (see section 2); together with the company account |
| “My notebook”: a company user’s personal notes, AI memory and goals | Until the person deletes them. 30 days after the person is disconnected from the company, the records are deleted; before that, an email with a download link valid for those 30 days goes to the email address of their RolePark account. Notes linked to a candidate are deleted together with the candidate. | By the person; automatically 30 days after disconnection; together with the candidate (linked notes); together with the person’s or the company’s account |
| Copies that remain after a candidate record is deleted: the raw data of an import, the original of an inbound email, attachments to task replies | Until the company account is deleted; they cannot be deleted separately. | Together with the company account |
| Events in a connected Google Calendar | Until they are deleted in Google Calendar. | By the calendar owner in Google Calendar |
| Electronically signed documents, the signer’s evidence (email, IP address, browser identifier, time) and the PDF files | Kept as evidence of signing; deleting the candidate does not delete them. The PDF files currently also remain after the company account is deleted. | On request to help@rolepark.com |
| Withdrawal of consent to an application | The data stays with the company. RolePark stops new emails about the application, except reminders about interviews already booked, requests to sign documents and requests to referees that are part of the ongoing process. | Deletion on request to the company or by deleting the cabinet account |
| The “That wasn’t me — delete my data” link from the confirmation email | Valid 30 days. It withdraws consent; if this application created the candidate record and nobody has worked on it yet, the record is deleted. | Otherwise the company decides on deletion |
| Reference-check requests and the referees’ answers | Together with the application they belong to. If a referee declines, their email address is erased at once; a one-way code is kept so the same company does not ask them again. | Automatically with the application |
| Referrals by employees | Until the related candidate, vacancy or company account is deleted; a referral cannot be deleted separately. | Automatically with the candidate, the vacancy or the company account |
| Candidate cabinet account and public talent-pool profile | Until you delete them. | Self-service in the cabinet: deletes the account, profile, invitations, cabinet CVs and the candidate records found by your verified email in all companies, except the copies in the rows above |
| Sign-in links to the cabinet | Valid 15 minutes (application tracking links — 7 days); only a hash is stored. | Links expired more than 24 hours ago are deleted when a new link is requested for the same address |
| Candidate satisfaction surveys (NPS) | Invitations — 180 days; anonymous answers — 730 days. | Nightly automatic deletion |
| Email queue | Until the email is sent; failed emails — 7 days after the last attempt. | Automatically |
| Scheduled and sequence emails (subject and text) | Kept after sending while the company account exists. | Together with the company account |
| Accounts of company users | While the company account exists; a deactivated user cannot sign in and remains the author of past actions. There is no separate tool to delete a single user. | When the company is deleted, users are pseudonymised: email, phone, photo and sign-in details are removed, first and last name remain in the history; the history of email changes and sign-ins remains. Other requests — help@rolepark.com |
| Invitations to a company team | While the company account exists. | Together with the company account |
| Sensitive HR data (salary, personal documents, military registration document) | As set by the company, counted from the end of employment; without a setting — until the company deletes it. | Nightly automatic erasure after the company’s period |
| Log of access to sensitive HR data; company audit log (who changed what, with IP address and browser identifier); talent-pool audit | While the company account exists. | Together with the company account |
| AI-assistant connections (OAuth) | Access token — 1 hour, refresh token — 30 days; the connection record — while the company exists. | Expired and revoked tokens are deleted after 30 days; the cleanup runs hourly |
| Push-notification subscriptions of company users | No time limit: until the user turns notifications off, signs out, is deactivated or moved to another company, changes the password, or the push service reports the subscription as gone (404/410) or 10 deliveries in a row fail. | Automatically on those events |
| Log of webhook deliveries | 30 days. | Automatically |
| Telegram: delivery log, incoming bot updates, unfinished connections | 30 days, 2 days and 1 day. | Automatically |
| Vacancy reports through the report form (email and message) | No automatic deletion; kept also after the company account is deleted. | On request to help@rolepark.com |
| Feedback messages and screenshots | No time limit; also kept in our issue tracker. | On request to help@rolepark.com |
| Job-page funnel statistics (company and vacancy only, no people) | 400 days. | Automatically |
| Technical request logs in Grafana Cloud | 14 days. | Automatically by the log storage |
| Application server container logs | Rotated by size (five files of 50 MB), no fixed period. | Automatically when the size is exceeded |
| Logs of email providers | Under the terms of the provider. | By the provider |
| Database backups | 30 days. | Older daily backups are deleted automatically |
| Archive of a company’s data made before the company is deleted | Kept in closed storage in case of mistaken deletion; there is no automatic period yet. | Deleted on the company’s request to help@rolepark.com |
2. Deletion options for candidates
- In the candidate cabinet you can withdraw consent to an application and delete your account. Deleting the account also deletes the candidate records found by your verified email address in all companies that use RolePark, except the copies listed in the table above.
- The confirmation email of an application contains a “That wasn’t me — delete my data” link valid for 30 days. It withdraws consent; the candidate record is deleted only if this application created it and the company has not started working with it yet, otherwise the company decides on deletion.
- You can also ask the company you applied to, or write to help@rolepark.com — we will pass your request to the company, which is the controller of your application.
3. Export and deletion for companies
A company administrator can export the company’s data (JSON and CSV) at any time. The export does not include chats, the source records of imports, document-signing links, technical logs and some service tables (sign-in history, notifications, integration tokens).
A company can ask to delete its account at help@rolepark.com. Before deletion we make an archive of the data in closed storage, then delete the company’s data and files, except the PDF files of electronically signed documents, which currently remain, and pseudonymise its users: email, phone, photo and sign-in details are removed, first and last names remain in the history. Vacancy reports and candidate cabinet accounts, which belong to people themselves, are not deleted together with a company. After deletion, data may remain in database backups for up to 30 days.
4. Backups and legal exceptions
Deleted data disappears from backups when those backups expire (30 days). We do not restore deleted personal data from backups except to recover from an incident, and then we repeat the deletion. We may keep data longer only where the law requires it or to establish, exercise or defend legal claims, and only for that purpose.
Service operator
RolePark (the service operator at rolepark.com)
personal data enquiries: help@rolepark.com