Overview
Data Management Settings give you control over how long assessment and user data stays in your account.
From one place, you can set an assessment data retention period, automatically remove inactive users, and create deletion rules for users, admins, and candidates.
Important: Data removed through these settings is permanently deleted. Make sure your configuration aligns with your organization's data retention and compliance policies.
Key benefits / use cases
Manage assessment data retention — choose how long assessment data remains available
Keep assessment assignments available — automatically reassign assessments after old assessment data is deleted
Create targeted deletion rules — set different retention periods for users, admins, and candidates
Support compliance requirements — automate your organization's data retention policies
Set your assessment data retention policy
The Assessment Data Retention Policy determines how long assessment data is kept before it is automatically deleted.
To configure your retention period:
Go to Settings - Data Management
Find Assessment Data Retention Policy
Under Retention Period, select how long assessment data should be retained
Assessment data older than your selected period will be automatically deleted.
Important: This setting only affects assessment results. User accounts will remain active, but previous results will no longer be available.
Reassign assessments after deletion
Use Reassign assessments if you want users to be able to complete an assessment again after their previous assessment data has been deleted.
When enabled, deleted assessments are reassigned to the user.
Create automated deletion rules
Automated Deletion Rules let you create more specific retention rules for users, admins, and candidates.
Each rule defines which records should be deleted, the condition they need to meet, and how long they should be retained before deletion.
To create a rule:
Go to Settings - Data Management
Scroll to Automated Deletion Rules
Click +Add rule
Under Rule type, select the type of user you want the rule to apply to (user, admin or candidate)
Under Condition, select the status of the user the rule should apply to
Under Delete after, select how long the records should be retained
Review the information displayed below your selections
Click Add Rule
The rule will appear in the table below once created.
Understand when deletion starts
The starting point for the retention period depends on the Rule type and Condition you select.
The information displayed below your selections explains when the retention period starts.
For example, an Active User rule may calculate the deletion period from the user's account creation date, while an Archived Candidate rule may calculate it from the date the campaign was archived.
Manage existing deletion rules
Your existing rules are displayed in the table below Automated Deletion Rules.
For each rule, you can see:
Rule type — the type of record the rule applies to (user/candidate/admin)
Condition — the status or condition included in the rule (active/inactive/pending/archived)
Delete after — how long the record is retained
Trigger starts from — the event that starts the retention period
Created at — when the rule was created
Created by — the admin who created the rule
Active — whether the rule is currently enabled
Enable or disable a rule
Use the toggle under Active to enable or disable a deletion rule.
Disabling a rule stops it from being applied without removing it. You can enable it again when needed.
Delete a rule
To remove a rule:
Find the rule you want to remove
Click Delete
Confirm the deletion when prompted
Note: Deleting a rule does not restore data that was previously deleted by that rule.
Export deletion rules
Click Export to export your automated deletion rules.
This can be useful for reviewing your current configuration or keeping a record of your retention rules for audit and compliance purposes.
FAQs
What is the difference between the assessment retention policy and automated deletion rules?
The Assessment Data Retention Policy controls how long assessment data is retained. When configured, it deletes only assessment data older than the selected period, but it doesn’t delete user accounts.
Automated Deletion Rules let you define when specific users, admins, or candidate accounts and their related data should be permanently deleted.
What happens when Reassign assessments is enabled?
When Reassign assessments is enabled, assessments are reassigned to a user after their previous assessment data is deleted.
How do I mark a user as inactive?
Users can be marked as inactive in the following ways:
Via an HRIS file upload, where they are listed as inactive
When does a new automated deletion rule take effect?
New rules take effect from the next scheduled run. Deletion rules are evaluated automatically on a scheduled basis.
Can I temporarily disable an automated deletion rule?
Yes. Turn off the toggle under Active. You can enable the rule again later without recreating it.
How do I know when an automated deletion rule starts counting?
Check the information displayed when creating the rule. For an existing rule, check the Trigger starts from column.
Can deleted data be recovered?
No. Data removed through Data Management Settings is permanently deleted.