Emergences AI, Inc.
Data Retention & Deletion
- Version
- 2026-11-12
- Effective
- November 12, 2026
- Applies to
- Emergences
In plain language · summary only, not a substitute for the terms below
Kept until deleted
Account, candidate and assessment data stays until the customer deletes it, the organization is deleted, or a verified deletion request is completed.
Some data clears itself
Short-lived records such as sessions and rate-limit counters are deleted automatically within 30 days, and an AI agent's working state after 30 days of inactivity.
You can ask us to delete
Candidates and customers can request deletion, including of assessment recordings; we honor it except for the limited records the law makes us keep.
We keep personal data until it is deleted, and delete or de-identify it when a customer deletes it, when an organization is deleted, or when we complete a verified deletion request. A few short-lived categories are deleted automatically, as the schedule below shows. For candidate data, the employer that ran the assessment (the controller) can delete it or ask us to delete it at any time. Records the law requires us to keep are kept for as long as the law requires.
Retention schedule
| Data | Default retention | Notes |
|---|---|---|
| Candidate assessment data (invitations, submissions, decisions) | Until deleted | Kept until the employer deletes the assessment or its organization, or until a verified deletion request is completed. On a candidate's request we delete or de-identify the candidate's record. |
| Assessment session recordings and captured activity (screen recording, on-screen text, typing, copy and paste, app activity) | Until deleted | Deleted when the employer asks us to, or on a candidate's verified request made through the employer or to us — unless the law requires us to keep them (for example, California's four-year rule for hiring records) or they are under a legal hold. |
| Live call records, where an assessment includes a call (the transcript, and what the evaluation quoted from it) | Until deleted | Deleted with the candidate's other assessment data: when the employer asks us to, or on a candidate's verified request. The provider that runs the call keeps its own recording and transcript; that copy is not removed by our deletion and takes a separate request to the provider. |
| 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 & profile data | Follows the candidate record | |
| Customer account & profile | Life of the organization | Deleted when an owner deletes the organization in the product, which starts immediately, or on request. Subject to billing/tax retention and legal holds. |
| AI workforce-agent conversations and work | Life of the organization | Deleted when the organization is deleted or on request. The agent's internal working state for a conversation is deleted automatically after 30 days of inactivity. |
| 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 | Life of the organization, then 12 months | Kept while the organization exists, and deleted 12 months after the organization is deleted. |
| Support & email communications | Until deleted | Deleted on request. |
| Ephemeral / bookkeeping (sessions, rate-limit buckets) | 30 days or less; automatically purged | No legal retention need — the shortest period wins. |
Recordings, video, and biometrics
Assessment recordings are among the most sensitive data we hold. Before the employer can review a recording, it is screened automatically and passages that show personal content are removed. We keep recordings and captured session activity so the employer can review how the work was done during its hiring process, until the employer asks us to delete them or a candidate's verified deletion request is completed, unless the law requires us to keep them.
Where an assessment includes a live call, the candidate's voice and camera video are processed while the call runs so that the AI can hold the conversation, and the provider that runs the call records and transcribes it. We keep the transcript. We do not keep the recording ourselves.
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
An organization's owner can delete the organization's data in the product, which cascades to associated records and cancels billing, and can ask us to delete the assessment recordings and session data held for their organization. Candidates can request deletion via the employer or us. On a verified request we delete or de-identify 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.