To ensure compliance with data protection principles the Trac e-recruitment system removes candidates application forms and vacancies after specific periods of time.
How long are applications stored for?
Trac will retain personal data on application forms (except Personal Data transferred to the Disclosure and Barring Service (DBS) Database) for:
- A maximum of 400 days from the date the application is first submitted through Trac, or;
- 200 days after the applicant's start date
Therefore, an applicant file will only be deleted from the system after 400 days, unless a start date is agreed. Adding a start date adds a further 200 days until the applicant file is deleted.
Applications with Convictions set to ‘With DBS’
Applications with Convictions set to ‘With DBS’ will not be deleted unless:
- Convictions have been set to ‘With DBS’ for more than 400 days.
- A start date has been booked in the meantime; in this scenario the application will be deleted 200 days after the booked start date.
Additional guidance on Trac’s data retention and expiration process for applications can be found on the Trac website.
Applications made in NHS Jobs
Applications made within NHS Jobs will be transferred to Trac once the vacancy closes and removed from NHS Jobs after 13 months.
How long are vacancies stored for?
Vacancies are deleted from Trac when all the following are true:
- All the applications on the vacancy have been deleted;
- AND the vacancy is no longer accepting new applications;
- AND the vacancy has not been modified for 547 days;
- AND the vacancy closed to new applications 547 days ago.