Data Retention Policy
We keep personal information only as long as the screening purpose and our legal obligations require, then we securely destroy it.
Last updated: June 10, 2026
Our retention principles
We retain personal information only as long as it’s needed for the employment-screening purpose it was collected for, and to meet our legal and audit obligations as a reporting agency. We don’t keep candidate data “just in case,” and we never repurpose screening data for anything else.
What we retain, and why
- Consent and authorization records: kept with the order so that for every report we can demonstrate what was consented to, by whom, and when.
- Completed reports: kept so the requesting employer can access the report it ordered, and so candidates can exercise their access and correction rights.
- Supporting documents (such as ID copies and source responses): kept while needed to support the report’s findings and any dispute about them, a shorter period than the report itself.
- Order and audit records: kept to maintain the audit trail that accompanies every report.
Retention periods
Screening records are retained for a limited period following report delivery, consistent with applicable law and our obligations as a reporting agency, and are then securely destroyed. As a guide:
- Completed reports and consent records: retained for up to seven years following report delivery, or longer where law requires.
- Supporting documents (such as ID copies): securely destroyed once they are no longer needed to support the report’s findings or any dispute about them, which is a shorter period than the report itself.
- Privacy breach records: records of any breach of security safeguards are kept for at least 24 months, as PIPEDA requires.
- Orders that don’t proceed (for example, where consent is withdrawn): personal information collected for the order is destroyed once it’s clear the screening will not be completed, subject to any record we must keep of the withdrawal itself.
Secure disposal
When a retention period ends, records are securely deleted from our systems and any physical documents are securely destroyed. Disposal is handled so that the information cannot be reconstructed or read.
Your choices
You may ask us what information we hold about you at any time, and you may request deletion of your information, which we will action subject to the legal retention obligations described above. To make a request, email support@qualityscreeningreports.com. If you believe information we hold is inaccurate, our dispute and correction process explains how to have it reinvestigated, and our Privacy Policy describes your rights in full.
Related policies
- Privacy PolicyWhat personal information we collect, why, who sees it, the rights candidates have over it, and the limits consumer reporting law places on what a report can contain.
- Terms of ServiceThe terms that govern use of the Quality Screening Reports website and our screening services, including the legal obligations employers take on when ordering reports.
- Candidate Consent & AuthorizationHow consent is captured before any search runs, what it covers, and how to withdraw it.
- Security PracticesThe safeguards protecting screening data: encryption, role-based access, audit trails, and North American residency.
- Disputes & CorrectionsHow candidates can dispute information in a report, our acknowledgement and reinvestigation timelines, and the possible outcomes.
- AccessibilityOur commitment to an accessible website and how to report a barrier.