Data Handling and Retention

How SageScreen handles, stores, and retains candidate and organizational data.

Overview

SageScreen processes candidate data exclusively for the purpose of conducting and evaluating screenings. Data collection is limited to what is necessary for the screening process, and retention periods are defined by data type and purpose.

What Data Is Collected

Candidate Data

• Identity information: First name, last name, email, and phone number. Provided by the organization during screen creation or by the candidate during the screening flow.
• Verification photos: Random photos captured during the interview for identity verification. Stored securely and automatically deleted within 90 days.
• Audio snippets: Brief audio samples captured during the interview for identity verification. Transcribed in real time and not permanently recorded. Voice data is not stored after transcription.
• Conversation transcript: The complete text of the interview between the candidate and the Sage. Stored as part of the screen record.
• Feedback responses: Post-interview feedback including comfort level, ease rating, and optional comments.

Evaluation Data

• Evaluation results: Category ratings, recommendation, explanations, and candidate quotes. Generated by the evaluation engine and stored with the screen record.
• Integrity signals: Indicators used to help assess the authenticity of a screening.

Organizational Data

• Council configuration: Sage settings, email templates, branding, and user accounts.
• Billing data: Subscription details, credit balances, and payment history. Payment processing is handled by Stripe; SageScreen does not store full payment card details.

Retention Periods

Data Type	Retention	Notes
Verification photos	90 days	Automatically deleted after retention window
Audio snippets	Not retained	Transcribed in real time, then discarded
Screening transcripts	Duration of account	Retained as part of the screen record
Evaluation results	Duration of account	Retained with the screen record
Email verification tokens	12 minutes	Cleared on use or expiration
New user verification keys	24 hours	Cleared on use or expiration

Data Isolation

All data is scoped to the organization (council) that owns it. Council-level data isolation ensures that one organization’s sages, screens, candidates, and results are never visible to another organization. See Roles and Permissions for details on access boundaries.

Important

Data isolation is enforced at the system level. No configuration is required to enable it. One council’s data cannot be accessed by users of another council, regardless of role.

Data Not Used for Training

Candidate responses, conversation transcripts, and evaluation data are not used to train AI models. This is communicated to candidates during the consent step before the screening begins.

Note

The no-training commitment is disclosed to candidates on the consent screen at /screen/agree before the interview begins. Candidates see this information before providing consent.