Data Retention and Disposal Policy

SkyHive's Data Retention and Disposal Policy is designed to ensure that our customers' data is securely managed and disposed of by their specific data retention requirements. This article provides an overview of how the policy works and what you can expect when it is executed.

How it Works

1. Setting the Retention Period: Administrators can specify the data retention period for various entities such as Employees, Positions, Job Definitions, Job Requisitions, Candidates, Locations, and Departments.
   
   Note: A SkyHive Administrator will need to enable this and set it on your behalf since it is an Advanced Setting.
   

2. Automatic Deletion: Once the specified retention period has elapsed, any archived or inactive records associated with the aforementioned entities will be automatically deleted from the system. This is a hard delete, meaning the data is permanently removed and cannot be recovered.
   
   

3. Log Files: Upon successfully executing the data retention and disposal process, log files are generated in CSV or Excel format. These files contain details about the deleted records, such as:

• For Employees: First Name, Last Name, Reference ID, Email

• For Candidates: Candidate ID, Candidate Name, Job Reference ID (to which the candidate was attached)

• For Job Requisitions, Job Definitions, Positions, Departments, and Locations: Name, Reference ID

4. Email Notification: Designated users will receive an email notification once the data retention and disposal process has been completed. The email will contain a link to download the log files, which will be available for 24 hours and can be downloaded a maximum of 5 times per file.
   
   

5. Secure Storage: The generated log files are securely stored in Amazon S3 and are automatically deleted after 24 hours.

Accessing Log Files

When the log files are ready, an in-app notification will be sent to the original requestor if they are signed into their account. Clicking on the notification will initiate the file download.

If the user is not logged in, they will be redirected to the login page before being able to access and download the log file.

Please note that log files can only be downloaded a maximum of 5 times, after which users will be directed to a page indicating that the download limit has been reached. If the 24-hour period has elapsed, users will be shown an expiration page.

Log History

A log history is maintained in the SkyHive database, recording details such as who downloaded the file, for which enterprise, and the date the Data Retention and Disposal process was executed. This information can be accessed by navigating to Enterprises Logs within the SkyHive platform.

By adhering to this Data Retention and Disposal Policy, SkyHive ensures that our customers' data is handled securely and complies with their specific data retention requirements.

If you have any questions or concerns, please don't hesitate to contact our support team.

Updated April 29, 2024 19:26