Try it free
  1. Home
  2. Help
  3. Data and deletion

Data and deletion

Updated

Who is responsible for what

For candidate data, you are the controller and Navigent is the processor, as the data processing agreement says. Navigent is the controller of your user accounts, of the requests made on the Remove me from Navigent page, and of the suppression list.

As the controller, it's you who informs candidates about the processing, and you who answers when a candidate asks about their data. Navigent adds no privacy line to your messages; if you want one, write it into your template.

How long candidates are kept

  • Candidates you're not holding are deleted 90 days after they were last fetched or added to a role.
  • Candidates on the shortlist or further along are held while the role is active, and deleted 90 days after it closes. Rejected and excluded candidates aren't held.
  • Candidates you've marked as hired with Mark as hired are kept 12 months after the role closes by default, so you can document a placement. Choose 0 to 24 months under Settings > Workspaces.
  • Photos, notes, decisions and messages are deleted with the candidate.
  • The AI log of assessments is kept for 6 months. When a candidate is deleted, the log loses its link to the person.
  • The do-not-contact list is never deleted automatically. Activity is kept for 12 months, and the log of exports for 2 years.

The role's owner gets an e-mail 7 days before a shortlisted candidate is deleted.

What is never shared

Candidate profiles are never shared between workspaces or organizations, and your roles, assessments and decisions are never shared with other customers. Photos are never sent to an AI model. There is no third-party analytics in the app.

When a candidate asks you

Anything a candidate asks, other than to be removed from Navigent, is yours to answer. Navigent gives you the tools:

  • See what you hold. Everything the workspace holds about a candidate is on their card.
  • Take all your data. The owner can download everything the organization holds in Navigent with Export all data under Settings > Security. See Export.
  • Delete the candidate. The candidate goes, with their photo, notes, decisions and messages, and the AI log loses its link to the person.
  • Honour an objection. If the person doesn't want to be contacted, add them to the do-not-contact list.

Deleting a candidate doesn't stop a later search from finding them again. The do-not-contact list does. If the person wants out of Navigent for every customer, they can use navigent.io/en/remove-me themselves.

Remove me from Navigent

The one thing Navigent offers candidates directly is the Remove me from Navigent page, at navigent.io/en/remove-me, linked from the foot of every page on navigent.io.

  • The person gives their LinkedIn profile and an e-mail address, and confirms with a link valid for 24 hours.
  • They're then deleted for every customer at once and put on Navigent's suppression list. They're never fetched, assessed or contacted through Navigent again.
  • You aren't told. The candidate simply disappears from your roles and campaigns.
  • Navigent also passes the removal on to the data source.

The suppression list holds no names, only keys that can't be read back into a person. If a candidate writes to Navigent about anything other than being removed, they're pointed to the organization that got in touch with them.

When Navigent's support can see your data

By default, Navigent's staff can't see candidate data. Support can look only with a stated reason and a time limit of at most 8 hours, and access is read-only unless raised in a separate, logged step.

  • The owner is e-mailed when access is opened.
  • Under Settings > Security, the owner sees every grant with its reason, and every action support took.
  • The owner can end an active grant at once from the same page.

Access doesn't need your approval in advance, so support can help straight away, but nothing is hidden.

Good to know

  • The sub-processors are listed at navigent.io/en/sub-processors, and you're told 30 days before a new one is added.
  • The data processing agreement is at navigent.io/en/data-processing-agreement.