How long are CVs kept?
Hundreds of CVs came in for a vacancy; what happens to those not hired? In most businesses they stay in an inbox, a shared folder or a manager’s laptop indefinitely. 📄
CVs often contain more than needed: photos, date of birth, marital status, sometimes health details. Each is the business’s responsibility.
Short answer: give notice when collecting applications, keep CVs in one place, delete them after a set period when the process ends, and consider separate permission for a talent pool. 🧭
Note: this is general information, not legal advice. Regulations and Board decisions change; see the Turkish Personal Data Protection Authority for current guidance and a lawyer for your specific case.
Collecting applications
BU BÖLÜMÜN ÖZETİ
- Notice
- No needless details
- One channel
- Secure upload
Four principles. 📥
Notice
A notice link in the job ad or application form. 🔗
No needless details
Photos or marital status aren’t requested if not job-related. ✂️
One channel
Applications through one email or form; they don’t scatter. 📬
Secure upload
A secure CV upload field; see the web forms guide. 🔒
Evaluation
BU BÖLÜMÜN ÖZETİ
- Limited access
- Careful forwarding
- Reference checks
- Interview notes
Four rules. 🔐
Limited access
Only people in the hiring process see CVs. 👤
Careful forwarding
CVs aren’t forwarded outside or to unrelated people. 📤
Reference checks
The candidate’s knowledge before contacting former employers. 📞
Interview notes
Job-related and proportionate; no personal remarks. 📝
After the process
BU BÖLÜMÜN ÖZETİ
- Hired
- Not hired
- Talent pool
- Intermediaries
Four options. 🗂️
Hired
The CV moves to the employee file; see the employee data guide. ✅
Not hired
Deleted after the set period. 🗑️
Talent pool
If kept for later, the candidate is informed and permission sought where needed. 🌊
Intermediaries
Data sharing with job sites or recruiters follows rules. 🤝
Records and destruction
BU BÖLÜMÜN ÖZETİ
- One folder
- Period
- Email clean-up
- Destruction records
Four habits. 🧹
One folder
All applications in one folder with limited access. 📁
Period
A written retention period for applications; see the retention guide. 📅
Email clean-up
Emails with CV attachments are included in destruction. 📧
Destruction records
Batch destruction in minutes. 📝
Four common mistakes
BU BÖLÜMÜN ÖZETİ
- A permanent CV archive
- Sharing CVs in groups
- Asking for photos and marital status
- A pool without telling
All four accumulate risk. 🚧
A permanent CV archive
Data of candidates from years ago remains. 🗄️
Sharing CVs in groups
CVs circulating in messaging groups are uncontrolled. 💬
Asking for photos and marital status
Job-unrelated data can also create a discrimination perception. ⚠️
A pool without telling
Candidates kept in a pool for years without knowing. 🙈
What should I do today?
BU BÖLÜMÜN ÖZETİ
- Step 1: find the CVs
- Step 2: gather them in one folder
- Step 3: period and destruction
- If you want help
Three steps, one hour. 🪜
Step 1: find the CVs
Email, folders, laptops; where are the CVs? 🔍
Step 2: gather them in one folder
One limited-access folder; scattered copies deleted. 📁
Step 3: period and destruction
Set a retention period and destroy old applications. 🗑️
If you want help
Let us set up your hiring data routine together: use the consult your expert form. For a compliance snapshot of your digital assets see the digital audit; the bigger picture sits on the KVKK consultancy page. 🎯
Related reading from the archive: hiring and onboarding · business documents.
📝 Notes From the Field
A company’s HR inbox held thousands of CVs from years ago; some had also been shared in managers’ messaging groups. A notice link was added to the application form, CVs were gathered into one limited-access folder, a retention period set and old applications destroyed with minutes. Candidates began receiving separate information about the talent pool.
📖 Short Glossary
Candidate: a person applying for a job. Talent pool: applications kept for future consideration. Reference check: getting information from former employers. Destruction minutes: a record showing data was destroyed.
⚡ Quick Summary
CVs often contain more than needed and are the business’s responsibility. 📄 When collecting, give notice, don’t ask for needless details, use one channel and secure uploads. During evaluation, limit access and control forwarding. Afterwards, hired candidates’ CVs move to their files; others are deleted after the period; a pool needs candidate information.
🎯 Next Step
Let us set up your hiring data routine: use the consult your expert form. Cameras sit in the CCTV guide; for your setup see the digital audit.
Frequently Asked Questions
Sık Sorulan Sorular
For a reasonable period set with regard to purpose and possible disputes. Set it with your lawyer and put it in writing.
Future consideration beyond the application is an extra purpose; inform the candidate and seek permission where needed.
If not job-related it’s needless data collection and may create a discrimination perception. Don’t ask unless needed.
Source: Turkish Personal Data Protection Authority — guidance and decisions