Job applications: delete rather than retain

Scope: what exactly applies

Here the question flips: not how long you must keep this, but how long you are even allowed to. For every other document it is «how long must I keep this», here it is «how long may I». Application data is personal data and may only be processed as long as the purpose requires. Once the role is filled, the purpose is spent: the documents of unsuccessful candidates should be returned or deleted. Two exceptions matter in practice. First, consent — if someone agrees that their file stays in a talent pool for future roles, you may keep it; that consent should be documented and can be withdrawn. Second, a pending or foreseeable proceeding, such as a discrimination claim: as long as you must be able to defend yourself, you need the records. Leaving applications lying around «just in case» for years, by contrast, means collecting data without a purpose — precisely what the duty to delete is meant to prevent.

In practice with bexio

Application documents do not belong in the voucher archive. If they end up there by accident — as a mail attachment, as a PDF in the inbox — they get mirrored and kept along with everything else. Anyone using the mirror should deliberately keep applications out of it: a duty to delete sits badly with a filing system designed for ten years.

Related retention periods

• Payslips 10 years as an accounting voucher
• Working-time records 5 years
• Private individuals no general statutory obligation
• To the retention period calculator
• Retention obligation in Switzerland: who, what, how long

Frequently asked questions (FAQ)

How long may I keep application documents?

Until the process is closed. After that, return or delete them — unless the person consented to longer retention.

May I move a file into a talent pool?

Yes, with the person's consent. That consent should be documented and can be withdrawn at any time.

What if a discrimination claim is looming?

As long as you must be able to defend yourself, you may keep the records. The purpose is then no longer the application but your legal defence.