Data management
CV retention: build a practical review and deletion policy
Keeping every CV indefinitely can make a recruitment database larger without making it more useful. A practical retention policy starts by identifying why each record is held, who owns that purpose and when it will be reviewed. Treat this article as an operational planning guide and check current requirements with your data protection adviser.
Set periods by purpose, not by habit
The ICO’s storage limitation guidance explains that personal information should not be retained longer than needed and that retention periods need justification. Do not assume there is a universal CV retention period for every organisation. Separate an active application, a documented talent-pool purpose and a record subject to a justified hold. Record the reasoning behind each category and the person responsible for reviewing it.
Create a usable retention register
Start with a small table containing record category, purpose, owner, review trigger, action and exception process. Include CV documents, reviewer notes, interview records and exports. Give each category a practical review trigger, such as the closure of a recruitment exercise. Avoid copying an attractive-looking period from another organisation without understanding the legal, contractual and operational reasons for your own decision.
Account for copies and recovery systems
List shared-drive exports, email attachments, temporary processing files and backup arrangements alongside the main application. Agree how deletion requests and normal expiry affect those locations. A deletion button in one database should not be described as instant erasure everywhere unless that behaviour has been verified. Document any recovery window and prevent restored data from silently becoming active again after an approved deletion.
Review exceptions and test the process
Assign an owner to each justified hold, record the reason and set a review date. Keep the exception narrow enough to explain. Run a small test using fictional records: identify them, locate copies, apply the action and retain an appropriate completion record without preserving the CV itself unnecessarily. ICO guidance may change; make checking the current guidance part of the policy review.
Sources and further reading
Sources checked 25 October 2026. The workflow recommendations are MyValidCV editorial guidance. Check current requirements with the relevant authority; this article does not establish legal compliance or certify a product.
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MyValidCV Enterprise supports bulk CV-to-job comparison, evidence review and applicant email drafts for review before sending. A comparison score is advisory; your team owns hiring decisions. The operational practices described here may require separate systems and policies.
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