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Harly stores candidate data on your infrastructure. You control retention periods, deletion, and AI provider access. This page covers the operational steps, not legal advice.

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Retention settings

Set retention periods before you start collecting candidate data. Once a retention period expires, the scheduler’s retention-enforcement job marks the affected records for deletion.
1

Open retention settings

Go to Settings → Legal → Retention.
2

Set periods for each purpose

Configure a retention period for each data category:These are starting points. Your legal or HR team must confirm the correct periods for your jurisdiction and sector.
3

Test with a sample record

After setting periods, find an old test candidate, manually set their record to expired, and confirm the retention job removes it in the next scheduler cycle (runs every minute).

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Data-subject requests (DSARs)

Candidates have the right to request a copy of their data or request deletion. The candidate portal surfaces both controls to candidates directly. When a request comes in:
1

Verify identity

Confirm the requester is the data subject. Do not process a deletion request without identity verification: deleting the wrong record has no undo.
2

Check for legal holds

Check whether any legal hold, ongoing litigation, or regulatory obligation prevents immediate deletion. If so, document the hold and communicate the delay to the requester with a reason.
3

Export or delete

Export: From the candidate record, use Export data. Send the export to the requester through a secure channel, not unencrypted email.Delete: From the candidate record, use Delete candidate. This removes the record, applications, files, and personal data. It cannot be undone. Confirm the candidate has no active legal hold before proceeding.
4

Record the outcome

Log the request, the action taken, the date, and the member who processed it in your DSAR register. Harly’s audit log captures the deletion event, but maintain your own register for regulatory response.
Deletion is permanent. It removes the candidate record, all applications, documents, and interview records linked to that candidate. Export a copy first if you need a record for legal or audit purposes.
Harly tracks consent with timestamps and withdrawal events. Consent records are available in Settings → Legal and through the API (activity:read scope). Do not rely solely on Harly’s consent records. Maintain your own canonical register if your regulatory context requires one.

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AI features and data

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Automatic candidate evaluation without AI

Workspaces without an AI provider can use the governed rules-v2 evaluator. It only evaluates criteria explicitly configured in a published job rubric; it does not infer requirements from arbitrary job-description text. Each criterion stores its status (met, not_met, or unknown), evidence source, evidence coverage, confidence, rubric version, and reproducibility hashes. An unknown result is not a rejection. Low coverage, low confidence, or a missing required criterion marks the evaluation for human review. Automated workflow conditions cannot reject an applicant from this result. When a candidate is deleted or anonymized, evaluations, criterion evidence, embeddings, and queued evaluation jobs are removed with the candidate. Configure retention and legal holds before enabling automatic processing. When AI features are enabled, candidate data is sent to your configured provider. Before enabling:
1

Choose a provider with a DPA

Confirm your AI provider has a data processing agreement that covers your jurisdiction and sector. Store a copy.
2

Document each feature

For each enabled AI feature, document: purpose, provider, model, what data is sent, who reviews the output, and what the human override path is.
3

Notify candidates

If your jurisdiction or sector requires it, disclose AI use in your candidate privacy notice before collecting applications.
4

Review the usage log

Open Settings → AI → Usage periodically to confirm only expected data is being sent and no unexpected features are active.
AI output is advisory. Every hiring decision must have a documented human reviewer. Never auto-advance, auto-reject, or send a message based on an AI suggestion without human review.

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Audit log

Every access, mutation, export, and deletion is captured with the acting member, timestamp, and affected resource. The audit log is available in Settings → Security → Audit log. Export the audit log before deleting records that may be needed for an active investigation or regulatory response.