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Where to find it: Admin dashboard → Compliance → Requests → Erasure

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How deletion requests work

Deletion can be triggered three ways: Candidate-initiated: After an interview, candidates can request deletion from their interview experience page by clicking My Data at the bottom of the page. They get a verification email, confirm via the link, and the deletion is queued.
Delete My Data modal
Admin-initiated: Admins can trigger a deletion from a candidate’s profile. An optional audit note or reason can be added for record-keeping. Where: Sidebar → Source Candidates → Interviewed Candidates → open a candidate profile.
Interviewed Candidates list

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What gets deleted

Once confirmed and processed, everything is removed from the workspace including:
  • Interview recordings and transcripts
  • Profile information and resume
  • Assessment scores
Workspace scope: Deletion applies to the specific workspace where the request was made only. If your organization uses multiple HeyMilo workspaces, each must be handled separately. ATS note: Deleting data in HeyMilo does not remove it from your connected ATS. If a candidate has requested full erasure, that needs to be handled in your ATS separately.

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Compliance log

Admins can view all deletion activity under Compliance → Requests → Erasure. The dashboard includes:
Deletion Requests dashboard
  • Summary stats at the top showing total, pending, completed, cancelled, and failed request counts, plus a volume chart
  • Filterable table of all requests with status, source, timestamps, and a Scheduled deletion column showing when deletion will occur based on your retention period
  • Detail view per request showing candidate ID, request ID, status history, and deletion log
  • Export PDF to download the log for audit or legal purposes
  • Audit log tab — a separate tab tracking governance actions like retention setting changes
Deletion statuses Pending / Completed / Cancelled / Failed Requests in Pending status can still be cancelled by an admin if needed.

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Retention settings

Under Compliance → Settings, admins can configure how long HeyMilo holds data before deletion is processed:
Retention settings
  • Request retention: the grace period between when a deletion is confirmed and when data is actually deleted. Default is 60 days (range: 30–180 days).
  • Archive retention: how long archived documents are kept before being purged. Default is 30 days (range: 30–180 days).
Changes to retention settings apply to new requests only — existing pending requests are not affected.

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What candidates see

Once a deletion request is confirmed, the candidate is marked Deactivated
Candidate marked as Deactivated
and can no longer access their interview pages or application:
Candidate invalid link screen
They appear in your candidate list with a Deactivated tag until the deletion is fully processed, then they are removed from the list entirely.
Candidate account deactivated screen

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A few things to note

  • Deletion cannot be reversed once processing begins.
  • If a deletion request already exists for a candidate’s email, the system surfaces the existing request instead of creating a duplicate.