Data protection and resilienceThe problem: a policy folder nobody can prove was followed

Governance you can evidence.

Consent, erasure, retention, backups and uptime are not promises in a policy folder. Each one is a screen in TalentCore, with a record of what was done, by whom and when.

Talk to us See what it covers

36 record typesEach with a period, a legal basis and an action.
30 and 35 daysNightly snapshots, and encrypted copies held elsewhere.
One actionErases an applicant across the system, SharePoint copies included.

Retention schedule 36 record types

Recent disposal runs

Records past their period1918Across every policy below

The scheduled job would act on4Cleared to run unattended

Needs a person1514Report only, by design

Record type	Kept for	Legal basis	On expiry	Due
Sign-in rate-limit records	1 hour	No value past the window	Deleted automatically	4
Audit log	6 years	Accountability. Never under 12 months	Report only	0
Applicants not progressed, with CVs	12 months	Storage limitation	A person reviews	98
Worker records	6 years	Agency and wage regulations	A person reviews	6
Timesheets and working time	6 years	Minimum wage records	A person reviews	0
Invoices and credit notes	6 years	VAT records	A person reviews	0

Applicant erased by Alex L. One record past 12 months, removed across the system, SharePoint copies included.

Screens are drawn from the real product with made-up data.

Data protectionThe problem: one data request and four places to look

The rights people have, as buttons.

GDPR toolkitExport, anonymise, consent on record
ConsentPeople manage their own
ErasureOne action, copies included
RetentionA schedule the system applies
A data requestBefore and after

A GDPR toolkit, built in

For a subject access request, choose the worker and download one file: their whole record, with the NI number and bank details readable, the list of documents on file, their skills and their recent text messages. Anonymise a record while keeping the statistics your reports need. See what each person has consented to, and when.

Start a data request with one export, not a week of copy and paste.
Every export is written to the audit log.
Anonymising keeps the numbers and drops the person.

GDPR / Data Privacy Data Subject Export (Right of Access)

Select WorkerDom K. (W-01310)

Export Data

Worker recordEvery field, NI number and bank details readable
DocumentsEach one on file: name, type and date
SkillsWhat the record says he can do
Text messagesThe most recent 50 sent to him

Export ready. One file, by Jo M. at 11:02. Logged in the audit trail.

Erasure in one action, copies included

One action removes or scrubs an applicant or worker's details, CV files, chats, messages, notifications, video check evidence and the copies of their CV in SharePoint. It runs as a single unit, so a record is never left half erased. What only a person can finish is handed back as a short list: the original email in your mailbox, and any other record with the same email or mobile.

A person presses the button. The system does the finding.
The system says what is left for you, so no copy is forgotten.

A retention schedule the system applies

A policy table lists each type of record with how long it is kept, the legal basis and what happens when the time is up. Administrators review what is due and choose which rules run automatically. Safety floors mean a legally required record cannot be shortened by mistake.

36 record types, from sign-in logs to payroll.
A switch on each rule for automatic application.
Old clutter clears itself. Records that need judgement wait for a person.

Audit log retention rule

Floor: 12 months

Kept for6 years

Kept for6 monthsCannot be set below 12 months

Kept for6 yearsUnchanged

On expiryReport only

Legal basisAccountability, and evidence for contract audits and disputes.

Apply this rule automaticallyOff: the system reports what is due, a person acts

Before

"Please send me everything you hold on me"

Search six systems and three inboxes by hand
Hope nobody kept a copy of the CV somewhere else
A retention policy that lives in a document nobody opens

With TalentCore

One export. One erasure. One schedule.

Export a worker's record as one file, in one click.
Erase an applicant in one action, SharePoint copies included.
Retention rules the system reports on and applies.

Subject access export readyDom K. · record, document list, skills, text history

The system finds the records, removes the copies and keeps the log. A person decides when a record should go.

ResilienceThe problem: nobody tests the backup until the day it is needed

If something goes wrong, there is a record.

BackupsVerified, and held elsewhere
Health and uptimeNow, and as measured
MaintenanceNotice, and proof of it
Two stop buttonsUndo, and the email switch

Backups, verified and held elsewhere

A nightly job takes a snapshot of the database and verifies it. An encrypted copy is sent every night to separate hardware under a separate hosting account. A manual backup can be taken from Settings whenever you want one.

30 days of nightly snapshots.
Off-site encrypted copies kept for 35 days.
Losing a hosting account does not lose the business's data.

Backups

Back up now

Night	Snapshot	Verified	Off-site copy
Tue 10 Nov	02:00	Verified	Encrypted, sent
Mon 9 Nov	02:00	Verified	Encrypted, sent
Sun 8 Nov	02:00	Verified	Encrypted, sent
Sat 7 Nov	02:00	Verified	Encrypted, sent

Health now, and uptime as measured

System Health shows the state of the service right now, and what a scheduled checker has recorded over time. The two are kept apart, so a green light today cannot paper over an outage last week. System Info shows the version and the status of each integration.

The first place to look when something seems off.
Availability you can evidence in a service review.

System Health

Self-check, run just now

Database readable
OK
Disk space
OK
Scheduled jobs
OK
Recent backup
OK

Rolling 30 days Example data

Incidents in period: 1, lasting 14 minutes
Monitoring gap: None

How that figure was reached is shown beside it.

Maintenance with notice, and proof of it

Schedule a maintenance window and TalentCore shows a banner to users, notifies client contacts by email and records when the notice was sent.

Your team gets a warning before the system goes away mid shift.
Notice becomes evidence, not a claim.

Planned Maintenance

StartsSun 15 Nov, 22:00

EndsSun 15 Nov, 23:00

Client contacts notifiedBy email, 46 contacts
Sent
Notice recordedWed 11 Nov at 09:30, four days ahead
On record

Two stop buttons for bad moments

Deleting certain records offers an undo for a short time afterwards, and restores the record exactly. And one master switch in Settings pauses every system-generated email until you turn it back on. Useful during a migration. Priceless after a mistake.

A 60 second undo window on a destructive delete.
One switch stops all automated email.

Booking: workers

Kay D. Thu 06:00, Depot 1RemovedRestored

Kay D. removed from the bookingUndo available for 60 secondsUndo

Kay D. is back on the bookingExactly as it was

Outbound

System-generated emailSending as normalPaused by Jo M. at 14:05

All automated email is paused until this is switched back on.

Backups that are checked, availability that is measured and notice that is logged. In a service review you bring evidence, not reassurance.

Why it matters

The system keeps the schedule. A person makes the call.

For recruiters and for leaders

For recruiters

A data request is no longer a week's work.

Start a subject access request with one export, not a week of copy and paste.
Erasure is one button, and it tells you what is left to do.
A slip of the mouse is not a disaster.

TalentCore for recruiters

For compliance and business leaders

A retention policy that is enforced, not just written.

Demonstrable compliance with data subject rights.
Consent that is current, recorded and honoured by the bulk messaging tools.
Availability and notice you can evidence in a service review.

TalentCore for compliance and finance

The specifics

The periods and limits, exactly.

8 rules

Each line is how the product behaves today.

36: Record types in the retention schedule, from sign-in logs to payroll.
30days: Of nightly, verified database snapshots.
35days: Of encrypted copies on separate hardware, under a separate hosting account.
12months: The floor under the audit log. It cannot be set lower.
60seconds: To undo a destructive delete on the records that offer it.
One unit: Erasure covers records, files, message logs, video evidence and SharePoint CV copies together.
Marketing only: An opt-out stops broadcasts at once. Messages about a person's own shifts continue.
A switch on each rule: You choose which retention rules the system applies without being asked.

How it connects

The same rules reach every record.

6 links

Tell us about your last data request.

Get in touch and a person who knows recruitment will reply. We will tell you how TalentCore would have handled it, step by step.

Talk to us info@talentcorecrm.com