Why retention matters
Keeping personal data longer than you need it increases risk without adding value. Old, inaccurate records also make your CRM harder to use. A clear retention policy protects candidates and makes your data more useful.
Write a retention policy
Decide how long you keep each type of record and why. Consider candidates who were placed, candidates who were never placed, client contacts, compliance documents and financial records. Different records can have different periods, as long as each has a clear reason.
- Record the reason for each retention period
- Define what happens at the end: delete, anonymise or review
- Assign an owner who reviews the policy each year
Keep consent and interest current
Where you rely on a candidate’s ongoing interest, check in regularly. A simple re-engagement message asking if they still want you to hold their details keeps records fresh and gives a clear audit trail.
Delete or anonymise safely
When the retention period ends, delete or anonymise the record. Anonymising keeps useful statistics - such as placements by sector - without keeping the personal details. Make sure related files, notes and activities are handled too.
Handle requests quickly
Individuals can ask to see, correct or erase their data. A tidy CRM with no duplicates makes these requests faster and less risky, because you can find everything held about a person in one place.
Common mistakes
- No written policy, so every consultant decides differently
- Duplicates that hide old copies of personal data
- Files deleted but notes and activities left behind
- No record of when and why data was removed
How Clarion helps
Clarion finds and merges duplicate records and runs retention rules on a schedule, anonymising or flagging records as your policy says - inside Salesforce and Bullhorn.