Privacy and security

Candidate data, kept with care and then deleted

People trust you with their CV, their contact details and their answers when they apply. This page explains what HireMagic does with that information, how long it is kept, and how it is deleted.

How long data is kept

Each company chooses how many months to keep applications. The clock starts when an application is rejected or withdrawn, or when its job closes. Candidates see the period on the application form before they apply.

An application kept for 12 months, the example setting

Day 1AppliesSees the retention period and agrees to it.
Weeks laterJob closesOr the application is rejected or withdrawn.
12 monthsKeptVisible to your team, for this and similar roles.
ThenDeletedApplication, CV and details.

If someone is hired, their application stays with the company as part of their employment record.

How data is deleted

Automatically: When the retention period ends, the application, the CV file and the candidate’s contact details are deleted. You do not need to remember to do it.
On request: Anyone can ask to be forgotten. Open their application and choose to delete their data. Everything about them in that application is removed.
If you leave: When a company closes its account, its jobs, applications and CVs are deleted within [number] days [to confirm].

What candidates agree to

Every application form ends with a consent box, written in the language of the job. It names your company, links to your privacy policy and states your retention period. The wording reads:

“I agree that [Company] may keep and process my application to assess me for this and similar roles, as described in its privacy policy. [Company] will delete it [12] months after the job closes, unless I am hired.”

HireMagic records the date, time and exact wording each candidate agreed to, and shows it on their application.

Who can see what

Only people on your team can open applications and download CVs. Candidates’ CVs are never public.
Your team signs in with Google, Microsoft or a code sent by email. There are no passwords to steal or reuse.
Owners can change settings and add colleagues. Members can see jobs and candidates.
Every move of a candidate between hiring steps is recorded, with who made it and when.

Accessibility

Every careers page and application form is built to meet WCAG 2.2 at level AA. That includes text contrast of at least 4.5 to 1, visible focus for keyboard users, touch targets of at least 44 pixels, labels on every field, and error messages that say what to do next.

Your brand colour is checked automatically. If it is too pale for text, HireMagic uses a darker shade of the same colour for links and buttons, so the page stays readable without you having to change your brand.

Where data is stored

Hosting provider: [to confirm]
Country or region: [to confirm]
Encryption: [to confirm, in transit and at rest]
Backups: [to confirm, including how long backups are kept]
Subprocessors: [list to confirm, for example email delivery]

For the full legal detail, read our privacy policy. To report a security concern, write to [security email].