Emergences AI, Inc.

Data Retention & Deletion

Version: 2026-07-03
Effective: July 3, 2026

In plain language · summary only, not a substitute for the terms below

Keep only as long as needed

Each category has a default period; we delete or de-identify data when it lapses, unless the law requires us to keep it.

Recordings go early

We delete raw assessment recordings soon after scoring, and always within 30 days of a candidate's request.

You can ask us to delete

Candidates and customers can request deletion; we honor it except for the limited records the law makes us keep.

We keep personal data only as long as we need it, then delete or de-identify it. This policy sets the default periods for the main categories of data on NeoWork. For candidate data, the employer that ran the assessment (the controller) can set a shorter period within the limits below and can request deletion at any time. Some periods are floors or ceilings fixed by law and cannot be changed.

Retention schedule

Data	Default retention	Notes
Candidate assessment data — not hired	12 months after the hiring decision	Employer-configurable 6–24 months; a longer “talent pool” only with the candidate's consent.
Candidate assessment data — hired	24 months after the hire decision	Employer-configurable up to employment + 1 year.
Assessment session recordings / video	Purged 30 days after scoring (max 90 days)	Always deleted within 30 days of a candidate's request.
AI evaluation outputs (scores, reports)	Kept with the candidate record they belong to	Not deleted ahead of the underlying application — these are the selection records.
Résumé & professional-profile data	Résumé follows the candidate record	Third-party-enriched fields are purged 30 days after the decision if not hired.
Customer account & profile	Life of the subscription; deleted/anonymized within 90 days of account closure	Subject to billing/tax retention and legal holds.
Billing, invoice & tax records	7 years (US); up to 10 years (EU), as tax law requires	A legal floor — not shortened on request.
Security & audit logs	12 months	~90 days immediately queryable; longer for finance-relevant trails.
Support & email communications	24 months after the ticket is resolved
Ephemeral / bookkeeping (sessions, rate-limit buckets)	30 days or less; automatically purged	No legal retention need — the shortest period wins.

Recordings, video, and biometrics

Raw assessment recordings are the most sensitive and shortest-lived data we hold. Our commitment is to delete them once scoring is complete, and always within 30 days of a candidate's request, and to keep the derived evaluation (not the footage) as the record of the assessment.

Legal holds override deletion

If data is relevant to an actual or anticipated legal claim, audit, or investigation — for example, a discrimination charge or a compliance evaluation — the normal clock stops: we preserve the affected records and do not delete them until the matter is finally resolved, as the law requires, ahead of any scheduled deletion.

Deletion on request

Customer administrators can delete their organization's data, which cascades to associated records and cancels billing. Candidates can request deletion via the employer or us. On a verified request we delete the personal data within the period the law requires, except where we must retain limited data for legal, tax, security, or records-keeping reasons — in which case we isolate it and stop actively using it.

Backups and residual copies

Deleted data may persist briefly in encrypted backups until those backups rotate out on their normal cycle, after which it is overwritten. Backups are protected by the same access controls as production data.

Questions

Questions about retention or deletion: contact@emergences.ai.