Security and candidate data

Real people's data.
Handled with care.

Kretsia holds the candidates you source, their CVs and answers, and your interview notes. Here is what we store, how long we keep it and who can open it — in plain words, with the documents behind it available on request.

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Kretsia data overview: each kind of candidate data with where it is stored, how long it is kept and who can see it KretsiaCandidatesDataAccessActivity logData regionEUData overviewEverything your workspace holdsDATASTORED INRETENTIONVISIBLE TOCandidate profilesName, contact, CVEU region24 monthsYour teamApplicationsAnswers and filesEU region12 monthsYour teamInterview notesSummary and audioEU region6 monthsInterviewersAccount usersName and work emailEU regionWhile activeAdminsNothing leaves your workspace.Your admin sets every retention period. Kretsia staff need your go-ahead.

The short version

Four answers first,
the detail after.

Kretsia AB is a Swedish company in the EU. We handle candidate data on your behalf, under GDPR, with a data processing agreement for every customer.

  • You know where it lives

    We name the region your workspace and its backups run in, in writing.

  • You set how long

    Pick a retention period per kind of data. Deleting means deleting.

  • Roles decide who sees what

    Give people the access their work needs. Changes are written to a log.

  • Documents on request

    Data processing agreement, sub-processor list and our security summary.

How it works

What we store, and
who can reach it.

Candidate data

Only what the role needs.

A candidate record holds what the person sent you, the public profile you sourced them from and what your team wrote down: contact details, CV, answers to your questions, interview notes. Nothing else is collected quietly in the background.

Open any record and each field says where it came from. Sourced profiles and applications stay separate, so you always know whether someone applied to you or was found for you.

  • Every field shows its source
  • You choose what is required and what is optional
  • Kretsia ranks and explains; your team decides
Kretsia candidate record: each field with where it came from, why it is kept and whether it is required KretsiaCandidatesDataAccessActivity logCandidate recordAmira Rahimi · added 12 MarchARAmira RahimiFrontend consultant · GöteborgFIELDWHY IT IS KEPTNEEDED?Name and contactFrom her applicationSo you can reach herRequiredCV and work historyUploaded by herTo compare with the roleRequiredApplication answersQuestions you wroteOnly what you ask forYour callInterview notesWritten by your teamTo agree the next stepOptionalYou choose which fields are required

Access, retention and deletion

You decide who sees it, and for how long.

Roles keep candidates in front of the people working on the role. An admin sees the whole workspace, a recruiter sees their own roles, a hiring manager sees the candidates shared with them.

Set a retention period for each kind of data and it clears itself when the time is up. Delete a candidate and the record goes; copies in backups fall away as those backups age out.

  • Three roles, changed by your admin
  • A retention period per kind of data
  • Deletions and role changes are logged
Kretsia access settings: three roles with what each can see, export and delete, and an activity log of recent changes KretsiaCandidatesDataAccessActivity logLog keptFrom day oneAccessWho can see what, and what has happenedROLEWHAT THEY SEEEXPORTDELETEAdmin2 peopleEverything in the workspaceRecruiter6 peopleRoles they work onHiring manager11 peopleCandidates shared with themACTIVITY LOGToday 09:14Deleted Erik Sandberg at his requestIda L. · AdminToday 08:52Exported 14 candidate recordsIda L. · AdminMon 16:20Changed Sara Ahmed to read-onlyNils P. · Admin

Where data lives

A short list of helpers, named in writing.

Kretsia runs on cloud infrastructure, and we name the region your workspace runs in before you sign. A few other services help it work: hosting, email delivery, the AI model that reads and ranks text, and error monitoring.

The current list — the names, what each one handles and where it runs — comes with the data processing agreement. Ask for it before you sign, and any time after. We write to you before it changes.

  • Hosting, email, AI model, error monitoring
  • One named list, kept up to date
  • Ask us what any of them can see
Kretsia sub-processor list: the kinds of service that help run Kretsia, what each one handles and where it runs KretsiaCandidatesDataAccessActivity logNamed listOn requestSub-processorsServices that help run KretsiaSERVICEWHAT IT DOESWHERECloud hostingEverything in your workspaceRuns the app and databaseEU regionEmail deliveryNames and email addressesSends invites and alertsEU regionAI model providerCV text and job descriptionsRanks and summarises textEU regionError monitoringTechnical logsTells us when something breaksEU regionThe named list comes with the agreement.Ask for the current version at any time. We write to you before it changes.

Buyer questions

What buyers ask us
before they sign.

Kretsia AB is a Swedish company in the EU. Your workspace, its database and its backups all run in one named region, and we tell you which one in writing before you sign. If your procurement team needs the rest of the setup, ask and that comes in writing too.

Yes. Delete the record and it is gone from the workspace, for everyone. Copies inside backups fall away as those backups age out; we can tell you that schedule. The deletion itself is written to the activity log.

Open their record. Everything you hold is there, field by field, with where each one came from. You can delete it from the same screen. The answer to the candidate comes from you — the data is yours — and we help you put it together.

Yes. It is your data. Ask us and we send you your candidates, applications and notes, and your consultants and assignments if you use consultant matching. When you leave you can also ask us to delete what we hold.

A small support team, and only to help you with something you have asked about. We do not read candidate records for our own purposes, and we do not sell them. If you want that written into the agreement, say so and we will.

Every customer gets a data processing agreement. That agreement, the current sub-processor list and a written security summary go out on request, before you sign or any time after. Ask what else we can show you and you will get a straight answer.

See how Kretsia
fits your workflow.

Explore candidate sourcing, the ATS and interview scheduling around your team's needs.

Book a demo
The Kretsia app: consultants, assignments and matches, with the reason a consultant matches KretsiaConsultantsAssignmentsMatchesAlertsNext scanLater todayMatchesThis morning · 6 newCONSULTANTASSIGNMENTFITARAmira RahimiFrontend consultantSenior React consultantGöteborg · Marketplace94% matchAKAnna KarlssonCloud ArchitectAzure Landing ZoneGöteborg · Marketplace96% matchESErik SandbergBackend, JavaBackend Lead, KistaStockholm · Career site90% matchWhy Amira matchesSix years of React and TypeScript. Swedish and English.In Göteborg, free from May. The assignment wants a May start.Alert sentToday 08:02