Candidate Profile Storage & Employer Data Access

This article explains how candidate profiles are stored, shared, and protected within the platform.

1. Profile Storage

Candidate profiles follow a two-step storage and association process:

Step 1 – Agency Pool

All candidate profiles are initially uploaded and stored within the agency’s general database.

• The profile exists at agency level.

• It is not tied to a specific employer at this stage.

• The agency retains ownership and control over the profile.

Step 2 – Introduction to a Vacancy

When a candidate is introduced to a specific vacancy, the profile is:

• Associated with that specific vacancy context.

• Made visible to the relevant employer for that vacancy.

Important:
The candidate profile is not initially stored in an employer-specific tenant. It remains in the agency’s global pool for maximum 1 year and is linked contextually to employer vacancies when introduced.

2. Cross-Company Visibility

Agency Visibility

Because the profile resides in the agency’s global pool:

• The agency retains visibility of the candidate across its own environment.

• The agency may reuse or introduce the candidate to other vacancies as appropriate.

Employer Visibility

Employers:

• Can only view candidates who have been explicitly introduced to their own vacancies.

• Do not have automatic access to the agency’s global candidate database.

• Cannot see candidates linked to other employers.

There is no cross-employer visibility.

3. Data Segregation

Data segregation is enforced at the employer level through:

• Employer-scoped access controls

• Permission-based restrictions

• Vacancy-based data linking

This ensures:

• Employers only access candidate data linked to their specific vacancies.

• One employer cannot access another employer’s candidate data.

• Data boundaries are technically and logically enforced within the system architecture.

4. Controls After Vacancy Closure

When a vacancy is closed:

Employer Context

• Access to candidate data within that employer’s vacancy context is restricted or archived.

• Visibility is limited according to defined retention policies.

Agency Context

• The candidate’s core profile may remain in the agency’s global pool.

• Continued storage is subject to retention rules and compliance requirements.

Compliance

All retention and access controls are handled in accordance with:

• Applicable data protection regulations

• Internal retention policies

• Contractual and compliance requirements

Summary

• Candidate profiles are stored in the agency’s general pool.

• Employers only see candidates explicitly introduced to their vacancies.

• Data segregation is enforced through scoped access controls.

• After vacancy closure, employer-level visibility is restricted according to retention and compliance policies.