The purpose is to establish guidelines for the retention and disposal of recruitment records to ensure compliance with regulatory requirements of the Personal Information Protection Act (PIPA) and the Texas Data Privacy and Security Act.
Applies to all recruitment records in which personal identifying information is generated during the selection and hiring process, including but not limited to resumes, applications, pre-screen interview notes, formal interview notes, reference checks, assessments, and correspondence with candidates.
The retention periods are specified below:
| Record Type | Destruction Schedule |
| For contacted candidates: – Resumes and/or applications – Pre-screen interview notes – Formal interview notes – Reference checks – Assessment tools | 1 year after the position has been filled. |
| For non-selected candidates: – Resumes and/or applications | Immediately upon completion of selection process. |
The Human Resources department is responsible for overseeing the implementation of this policy, including record retention, storage, and disposal procedures.
All personnel of the Volant Group of Companies involved in recruitment activities are required to ensure they understand and comply with the record retention requirements.
This Recruitment Record Retention Policy will be reviewed periodically to ensure it remains current and aligned with regulatory requirements and organizational needs.