Candidates can ask your workspace for a copy of their data, or for its deletion, straight from their status page. Your workspace decides how candidate data is used, so the answer is yours to give. Settings > Privacy requests is where you give it.
How a request reaches you
When a candidate asks, three things happen at once:
- The request appears under To answer, with the date it was made and its due date, 30 days later.
- Every Owner and Admin gets a notification in the app and an email, whatever their email notification settings. Answering is a legal duty with a deadline, so this one is never left to a digest.
- The candidate gets an email saying the request reached you and when you should answer.
Asking twice changes nothing: there is one open request per person and kind, and nobody is told twice.
Requests due within a week are marked in amber, and overdue ones in red. Singapore's PDPA and the EU's GDPR both expect an answer within about a month.
Answer a copy request
Step 1: Read the copy first, if you like
Download gives you the exact file the candidate would receive: a JSON copy of what your workspace holds from their applications. That is their details, screening answers, the emails exchanged, interviews, offers, identity check results, consents and the names of their files.
Step 2: Send it
Send copy emails the file to the candidate and marks the request answered. If the email does not go out, nothing is marked, so you can try again.
The copy leaves out assessments made for the hiring decision: AI scores, your team's notes and interview feedback. The PDPA allows opinions kept for an evaluative purpose to be withheld, and the email tells the candidate to contact you with questions about them.
Answered the request another way, for example by email? Use Mark as handled instead.
Answer a deletion request
Delete data opens the usual Delete candidate data step for that person, with the same confirmation. Deleting removes every application of theirs in this workspace, with everything attached, and completes the request. The candidate is emailed that it is done.
When the candidate asked for deletion, the application they asked from was withdrawn at once, so your team is not still working on someone who asked to be forgotten.
If the person has no application left with any other company on aironauts hire, their applicant account and sign-in are deleted too.
What is kept afterwards
Answered requests stay listed under Answered, with the outcome and the dates, as the record that you handled them. They never keep the candidate's name or address.
Withdrawals
Candidates can also withdraw an application from the same status page. That needs nothing from you: the application closes without a rejection email, its future interviews, its offer and any unfinished identity check are cancelled, and the job's team gets a notification. The candidate leaves the pipeline board and shows as Withdrawn in the Candidates list.