Effective Date: November 20, 2025
Company: AVT Group LLC
Company Address: 30 N Gould St, Sheridan, WY 82801, United States
Website: https://avtrecruitments.com/
Email: office@avtrecruitments.com

This Data Retention & Deletion Policy explains how AVT Group LLC (“AVT Recruitments”, “we”, “us”, or “our”) stores, retains, manages, and deletes personal and business data collected through our recruitment services, HR consulting operations, employer branding work, and website interactions. This Policy is designed to comply with applicable U.S. standards and the General Data Protection Regulation (GDPR).

1. Purpose of Data Retention

We retain personal data only for as long as necessary to:
Provide recruitment, HR consulting, and outsourcing services
Fulfill contractual obligations
Maintain accurate business and financial records
Comply with legal and regulatory requirements
Support internal analytics, service improvement, and security measures
Maintain active and future talent pipelines

Retention periods depend on the type of data and the purpose for which it was collected.

2. Categories of Data and Retention Periods

2.1 Candidate Data

Includes CVs, resumes, application forms, interview notes, assessments, communication logs, and profile-related documents.

Retention period:
2 to 5 years, depending on relevance to future opportunities and legal considerations
Longer retention may apply if the candidate remains active in recruitment processes

Candidates may request deletion at any time unless retention is legally required.

2.2 Client Data

Includes company contact details, job descriptions, proposals, contracts, project files, and communication records.

Retention period:
Up to 7 years from the end of the business relationship
Required for regulatory compliance, accounting, and recordkeeping

2.3 HR Consulting and Outsourcing Data

Includes strategy documents, workforce analyses, HR files, operational materials, and implementation records.

Retention period:
3 to 7 years depending on the nature of the engagement and legal requirements

2.4 Financial and Billing Records

Includes invoices, payment confirmations, transaction records, and accounting documentation.

Retention period:
7 years or longer if required by tax laws or financial regulations

2.5 Website and Analytics Data

Includes logs, IP addresses, cookie identifiers, device information, and interaction statistics.

Retention period:
12 to 36 months depending on the analytics tool
Aggregated or anonymized data may be kept longer

2.6 Communication Records

Includes emails, messages, call notes, and internal documentation relevant to candidate or client services.

Retention period:
3 to 7 years depending on the nature of the communication and relationship

2.7 Sensitive Data

Includes nationality, visa information, background check details, or any data categorized under GDPR as special category data.

Retention period:
Stored only for the duration strictly necessary for the lawful basis under which it was collected
Deleted immediately after the purpose has been fulfilled
Subject to enhanced security and access controls

3. Lawful Basis for Retention (GDPR Regions)

Data is retained on the basis of:
Legitimate interest (recruitment pipeline, analytics, client communication)
Contractual necessity (service delivery and project execution)
Legal obligation (financial and compliance records)
Consent (where applicable, such as candidate talent-pool retention)

4. Secure Storage and Retention Methods

We use secure digital systems and controlled-access platforms to store all personal data. Protective measures include:
Encryption of stored and transmitted data
Access control and authentication of personnel
Secure cloud infrastructure
Regular audits and retention reviews
Backup and recovery systems
Restricted access to sensitive files

5. Deletion Procedures

We delete personal data when:
Retention periods expire
A candidate withdraws consent or requests deletion
A client relationship concludes and data is no longer needed
Legal obligations requiring retention have been fulfilled
Data is deemed irrelevant or outdated

Deletion methods include:
Permanent removal from digital storage systems
Secure overwrite procedures
Anonymization when full deletion is not feasible for statistical purposes

Once deleted, data cannot be restored.

6. Exceptions to Deletion

We may retain data beyond standard periods if:
A legal dispute is reasonably anticipated or active
A regulatory investigation is ongoing
Retention is required by tax, employment, or contractual regulations
Data is needed to ensure continuity of business operations

In such cases, data will be restricted, secured, and removed once the exception no longer applies.

7. Candidate Deletion Requests

Candidates may request deletion of their personal data at any time by contacting us at office@avtrecruitments.com.
Requests will be verified for identity and processed within a reasonable timeframe unless legal retention obligations apply.

If deletion is not possible due to regulatory requirements, candidates will be informed of the reason and the specific retention period.

8. Client Deletion Requests

Clients may request removal of non essential data or documents that are no longer needed for business or regulatory purposes.
Financial, contractual, and compliance related records cannot be deleted if required by law.

9. Third Party Data Processors

Where third party providers store or process data on our behalf (ATS systems, cloud storage, communication tools, analytics services), they operate under legally binding data processing agreements and follow strict retention and deletion standards.

When deletion is executed, we ensure that third parties remove or anonymize corresponding records.

10. Anonymized and Aggregated Data

We may retain anonymized or aggregated data indefinitely for purposes such as:
Market analytics
Service improvement
Statistical research
Trend reporting

Anonymized data cannot be traced back to any individual.

11. Updates to This Policy

We may revise this Policy to reflect legal, operational, or technological changes.
Updated versions become effective upon posting with the revised Effective Date.

12. Contact Information

For questions, deletion requests, or clarification regarding retention practices:

AVT Group LLC
30 N Gould St, Sheridan, WY 82801, United States
Email: office@avtrecruitments.com
Website: https://avtrecruitments.com/