Must I delete data if the applicant does not ask?

No legal requirement forces deletion while a candidate's interests align with keeping the data (e.g., they may reapply). However, Swiss law expects reasonable retention periods—typically 6–12 months after hiring decision. Define and document your own policy. After that period, delete proactively or keep a formal reason to retain.

What if we use an external recruiter or agency?

You and the recruiter are joint data controllers. The recruiter must delete data on your instruction and confirm it in writing to you. Request confirmation from the recruiter within 2 weeks of your deletion request, then confirm to the candidate yourself.

Do I need a lawyer to send this template?

No. This template is a standard administrative confirmation and requires no legal review for most cases. However, if a candidate is involved in a dispute, complaint, or if you are unsure whether deletion is permitted, consult a lawyer before sending.

Template: Confirming Applicant Data Deletion (revDSG)

Swiss data protection law (revDSG) requires you to delete applicant data upon request or when hiring is complete. Use this template to confirm deletion in writing, meeting your legal documentation duty. Retain only proof of deletion for your records.

Also available inDeutsch Français Italiano

When an applicant requests data deletion, or when you have finished hiring and no longer need their file, you must delete their personal data. The revised Data Protection Act (revDSG) requires you to confirm this action in writing.

Send this email to the applicant after deletion is complete. Keep a copy of this confirmation for your records—it proves you met your legal obligation. Deletion typically includes CV, cover letter, application form, notes, and any other stored information about the candidate.

Email Template

Copy the text below and personalise it with the applicant's name, your company details, and the deletion date. No legal jargon needed—keep it straightforward.

Subject: Confirmation – Your Application Data Deleted Dear [Candidate name], Following your request dated [date] / as our hiring process for the [Job title] position has concluded, we have deleted your personal data from our recruiting system. Deleted: your CV, cover letter, application form, interview notes, and all other documents relating to your application for [Company name]. Deletion date: [Date] We retain no copies. If you have questions, please reply to this email. Best regards, [Your name] [Company name] [Phone] [Email]

Send within 5 working days of deletion.
Use candidate's preferred contact method (email is standard).
State the specific job title and position to avoid confusion.
Include the date deletion occurred.
Keep this email in your records for 3 years as proof of compliance.
Do not delete this confirmation itself—only the candidate data.

When to Delete

Delete candidate data if: the applicant requests it in writing; you have hired someone else and the hiring round is closed; or a set retention period has passed (usually 6–12 months after final decision).

Do not delete records if you are under legal obligation to keep them—for example, if the applicant disputes their rejection or has raised a wage complaint with a cantonal authority.

Applicant makes a written deletion request.
Hiring process ends and candidate was not hired.
Internal retention policy period expires (document yours).
Applicant withdraws application.
Never delete if a legal dispute is ongoing or foreseeable.
Exceptions: payroll data, tax records, or court orders require legal advice.

What Counts as Deletion

Deletion means removing all personal data: CV, cover letter, notes from interviews or phone calls, reference-check feedback, scores, salary expectations, and any stored correspondence.

If you use cloud recruiting software (like zenRecruiting), verify that the platform's delete function removes data from backups too. Ask your provider for written confirmation if needed.

Delete from all folders, drafts, and shared drives.
Include email attachments and message threads.
Ask your IT team or software vendor to confirm deletion from backups.
Deletion from one system is not enough if data is stored elsewhere.
Document what was deleted and when.
Keep no metadata, copies, or aliases of the candidate file.

Frequently asked questions

Must I delete data if the applicant does not ask?: No legal requirement forces deletion while a candidate's interests align with keeping the data (e.g., they may reapply). However, Swiss law expects reasonable retention periods—typically 6–12 months after hiring decision. Define and document your own policy. After that period, delete proactively or keep a formal reason to retain.
What if we use an external recruiter or agency?: You and the recruiter are joint data controllers. The recruiter must delete data on your instruction and confirm it in writing to you. Request confirmation from the recruiter within 2 weeks of your deletion request, then confirm to the candidate yourself.
Do I need a lawyer to send this template?: No. This template is a standard administrative confirmation and requires no legal review for most cases. However, if a candidate is involved in a dispute, complaint, or if you are unsure whether deletion is permitted, consult a lawyer before sending.

General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.