Data policy


Recruitment data policy

Source of Candidate Data

Currently we do not collect data from anyone other than the candidate. A candidate will only appear in our recruitment systems by initially emailing [email protected].

Data storage

Emails to[email protected] are received by all staff members in their Google GSuite Mailbox. Typically emails are archived but never deleted.

Those emails are also received by a custom recruitment Trello board. Each candidate is represented by a single card on that board. The board is used to track a candidate's progress through our recruitment process. Subsequent emails and notes on conversations are added to this card.

A successful candidate's Trello card is deleted before they join.

An unsuccessful candidate's Trello card is deleted one year after the last recruitment interaction.

Erasure procedure

Should a candidate wish to be erased from our system, they should get in touch via [email protected]. They should tell us of the email addresses that they have used to communicate with us. We will

  • Instruct current staff members to search and delete all emails to and from that candidate from their company email account
  • Delete the candidate's Trello card

Note that staff members who leave Cultivate have their Cultivate email deleted.

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