Data & Application Storage Policy

1. Purpose

This Data & Application Storage Policy outlines how candidate information and department application submissions are stored, accessed, and managed within the getbadged platform.

getbadged operates as a recruitment facilitation and matching platform and is not the official custodian of municipal employment records.

2. Platform Role & Record Custodianship

Under applicable federal, state, and local laws, once submitted to a participating agency, applicant materials may constitute public records or government records subject to disclosure, retention, and documentation requirements.

Such requirements may include, but are not limited to:

• State and local public records or freedom of information laws.
• Applicable municipal or governmental record retention schedules.
• Civil service or merit system documentation requirements, where applicable.
• Law enforcement certification, licensing, or regulatory standards.
• Oversight by state or local administrative or regulatory authorities.

Participating agencies remain solely responsible for compliance with all applicable legal and regulatory obligations within their jurisdiction.

getbadged does not:

• Serve as a municipal public records archive.
• Respond to public records requests on behalf of departments.
• Guarantee long-term archival storage beyond platform access terms.

Departments are solely responsible for downloading, retaining, and maintaining applicant materials in compliance with applicable laws and regulations.

3. Department Access to Applications

During Active Membership:

• Departments may access application submissions through the platform during their active membership term.
• Access includes the ability to review and download applicant materials.

Post-Term Access:

Access to applicant materials following expiration or termination of membership, if applicable, shall be provided in accordance with the Department’s contractual agreement and getbadged’s then-current retention and archival policies.

getbadged reserves the right to define:

• The format of record access.
• The method of retrieval.
• Whether access is view-only or downloadable.
• Archival processes and storage practices.

Departments are strongly encouraged to retain all applicant records within their own internal systems independent of platform access.

4. Candidate Account Data

Active Accounts:

• Candidates may view within their dashboard:
  • Exam date and score validity during an active membership.
  • Membership status.
  • Applications submitted.
  • Application status updates.
  • Badge Request activity.
  • Candidate account history remains accessible while the account is active.

Inactive Accounts:

• Accounts that remain inactive for a period may be archived in accordance with internal data management practices.

Archived accounts:

• Are not visible to departments.
• May be permanently deleted after a reasonable retention period.

5. Eligibility Changes & Status Updates

Applications may be automatically updated within the platform if:

• A candidate’s exam score expires.
• A candidate’s membership expires.
• A candidate no longer meets a department’s minimum requirements.

In such cases, applications may be marked:

• “No Longer Meets Requirements” or “Inactive Membership.”

When an application is marked as inactive or no longer meeting requirements, the candidate’s contact information and certain profile details may no longer be visible within the platform to departments to which the candidate previously applied.

If a candidate becomes inactive while actively engaged in a department’s hiring process, the department is expected, as part of its internal hiring and record-keeping practices, to have retained the candidate’s complete application materials and contact information independently of platform access.

Restoration of eligibility does not automatically reactivate prior submissions. Reconsideration of previously submitted applications is at the sole discretion of the department.

6. Data Security

getbadged maintains commercially reasonable administrative, technical, and physical safeguards to protect user data. While getbadged maintains commercially reasonable safeguards and backup practices, we do not guarantee uninterrupted availability or permanent preservation of platform data.
getbadged does not assume responsibility for municipal compliance obligations relating to public records retention, employment documentation, or certification requirements.

7. Policy Updates

getbadged reserves the right to modify this Data & Application Storage Policy from time to time to reflect operational improvements, legal requirements, or regulatory changes. Updated versions will be posted on this website with a revised effective date.

Continued use of the platform constitutes acknowledgment of the then-current policy.