Candidate Profile Storage & Data Access

This article explains how candidate profiles are stored on HirePort, which clients can see them, and how access is managed after a vacancy closes.

1. Where your candidate profiles are stored

All candidate profiles you upload are stored in your agency's own candidate pool. At this stage, a profile:

• Exists at agency level only

• Is not linked to any specific client or vacancy

• Remains under your agency's ownership and control

Profiles stay in your agency pool for a maximum of 1 year.

When you introduce a candidate to a vacancy, the profile is linked to that specific vacancy context — making it visible to the relevant client for that role only.

2. What your clients can see

Clients can only view candidates you have explicitly introduced to one of their vacancies. They do not have access to:

• Your agency's full candidate pool

• Candidates introduced to other clients' vacancies

Because your candidate pool sits at agency level, you retain full visibility across all your candidates and can introduce the same candidate to multiple vacancies when appropriate.

3. How data is kept separate between clients

HirePort enforces strict data segregation between clients. Access is controlled through:

• Client-scoped permissions

• Vacancy-based data linking

This means one client can never access another client's candidate data. Data boundaries are enforced both technically and logically within the platform.

4. What happens after a vacancy closes

For your clients: Once a vacancy is closed, the client's access to candidate data within that vacancy context is restricted or archived, in line with defined retention policies.

For your agency: The candidate's core profile may remain in your agency pool, subject to applicable retention rules and data protection requirements.

Note: All retention and access controls are handled in accordance with applicable data protection regulations, internal retention policies, and contractual requirements.

Does HirePort build a candidate database using my candidates?

No. HirePort does not build or maintain a candidate database. Here's how your candidate data is handled:

• Temporary storage only: Candidate data is stored solely for the duration of an active application. Once it is no longer needed, data is automatically removed.

• Limited access: Only your agency and the relevant hiring client can access a candidate's data — and only for the specific vacancy the candidate was introduced to.

• Your ownership: You retain full ownership of your candidate relationships at all times.

• Data protection: All candidate information is encrypted, GDPR compliant, and protected by ISO 27001:2022 certified security measures.