Google Workspace backup for Recruitment Agencies
Recruitment Agencies rely on Google Workspace for candidate profiles and client vacancy records. But Google only retains deleted data for 30 days. Your retention obligation lasts 1 year (unsuccessful candidates) / 6 years (placement records). Mindtime closes the gap.
(GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations)
permanently deleted after this
GDPR-compliant ยท no US jurisdiction
How Recruitment Agencies use Google Workspace
Recruitment Agencies use Google Workspace as a central workspace for Gmail, Drive, Google Sheets and Meet. What most users don't realise: all that data is not automatically protected when an account is deleted, ransomware strikes or an employee makes a mistake.
Gmail
Candidate applications, client briefs and interview confirmations
Google Drive
CVs, job descriptions, candidate assessments and placement records
Calendar & Meet
Candidate interviews, client meetings and recorded assessment sessions
Shared Drives
Consultant team drives for active vacancies and candidate pipelines
Google Chat
Internal placement updates and candidate status notifications
Google Sheets
Candidate trackers, vacancy pipelines and commission calculators
Does Google Workspace automatically back up your data?
Google Workspace is reliable as a platform โ 99.9% uptime, secure infrastructure, automatic redundancy. But Google does not back up your data. That is the core of the Shared Responsibility Model: Google is responsible for the platform, you are responsible for your data.
What Google does offer: deleted files and emails remain available for 30 days via the Trash. After that they are permanently gone โ even for Google itself. Ransomware doesn't wait 30 days. Neither does an accidental account deletion.
Ransomware via Drive sync
Ransomware encrypts files on your local computer. Google Drive immediately syncs those encrypted versions to the cloud โ overwriting your 'cloud copy'. After 30 days there is no recovery.
Account deleted
When an employee leaves and their Google account is deleted, everything disappears: Gmail, Drive, Calendar, Meet recordings, Chat history. By default you have 20 days to export data โ after that it's gone.
GDPR breach via candidate data exposure
Candidate data is highly sensitive under GDPR. If a consultant's Drive is deleted after departure, CVs and personal data that should be retained or erased on schedule become ungovernable.
Is Google Vault a backup? No โ here's the difference
Many Recruitment Agencies use Google Vault for email archiving or e-discovery. That's valuable โ but it is not a backup. Vault archives data for legal purposes. It does not restore data after an attack or error.
| Feature | Google Workspace (built-in) | Google Vault | Mindtime GW Backup |
|---|---|---|---|
| Recovery after ransomware | โ | โ | โ |
| Restore deleted account (>30 days) | โ | Limited | โ |
| Item-level email/file recovery | โ | โ | โ |
| Drive file recovery | 30 days | โ | โ |
| Retention compliance 1 year (unsuccessful candidates) / 6 years (placement records) | โ | Email only | โ All apps |
| Data on Dutch servers | โ US/EU mix | โ US/EU mix | โ 100% NL |
| ISO 27001 certified | Google-level | Google-level | โ Mindtime + Google |
Conclusion: Google Vault and Mindtime are complementary, not interchangeable. Vault archives for e-discovery. Mindtime recovers after incidents. Learn more about Mindtime's Google Workspace backup โ
What Mindtime backs up in Google Workspace
Mindtime connects via the official Google Workspace API and continuously backs up all content from your Google environment โ per user, per app, in the background.
Gmail
All emails, attachments, labels and folders. Item-level recovery โ including emails deleted by users or administrators.
Google Drive
All files, folders and version histories โ including Google Docs, Sheets and Slides. Restore individual files or entire folder structures.
Shared Drives
Team Drive content, including permissions and folder structure. Critical for Recruitment Agencies who collaborate via shared folders.
Google Calendar
Appointments, meeting invitations and calendar items. Restore per user or per calendar.
Contacts
Personal contacts and directory data. Essential for sectors with extensive client and relationship databases.
Google Chat & Meet
Chat histories and Meet recordings. Essential for Recruitment Agencies who record client conversations or meetings.
Google Workspace and your retention obligation as recruitment agency
Data that Recruitment Agencies manage in Google Workspace falls under GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations. That obligation means you must be able to reproduce data for at least 1 year (unsuccessful candidates) / 6 years (placement records) โ even after an incident.
Google is GDPR-compliant as a platform. But the duty to recover lies with you, not Google. If data is lost due to an error, attack or account deletion, Google is not responsible for recovering your data.
Mindtime automatically configures retention policies based on your legal obligations โ including the exact terms required by GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations. All data is stored on exclusively Dutch servers, fully within GDPR jurisdiction. No US law, no Patriot Act exposure.
ISO 27001 certified โ independent proof that our processes meet the highest security standards.
What happens when things go wrong โ a scenario for Recruitment Agencies
Imagine: a top-biller leaves and their account is deleted immediately โ removing the candidate pipeline, client briefings and placement contracts for 40 live vacancies.
Automatic alert โ within minutes
Mindtime detects the change and immediately sends an alert. You don't need to check the backup manually.
Choose a recovery point โ to the minute
Via the Mindtime dashboard you select the moment before the incident. You choose the exact user, app and timestamp.
Selective or full recovery
Restore a single email, a Drive folder, or a complete employee Google account. No big-bang recovery when it's not needed.
Operational โ within 2โ4 hours
Your Recruitment Agencies team has full access restored to candidate profiles and client vacancy records. No ransom paid, no data lost, no GDPR breach notification needed.
Secure your Google Workspace data in five steps
Setup via the Google Workspace Admin Console takes less than an hour. After that, everything runs fully automatically.
Request a demo โ free and no obligation
We show you how Mindtime works for Recruitment Agencies โ including per-app coverage and retention settings for 1 year (unsuccessful candidates) / 6 years (placement records).
Connect via Google Workspace Admin Console
No software installation. Mindtime connects via the official Google Workspace API. Authorise via your Admin Console โ done in minutes.
Configure your retention policy
Set which users, which apps and how long โ aligned to GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations (1 year (unsuccessful candidates) / 6 years (placement records) retention obligation).
First backup + test recovery
The first full backup starts automatically. We run a test recovery together โ so you know it works before you ever need it.
Runs automatically โ quarterly review
Mindtime runs fully in the background. Monthly backup reports + quarterly review to keep the scope up to date.
How Recruitment Agencies use Google Workspace
How Recruitment Agencies use Gmail, Drive, Calendar and more
Recruitment Agencies use Google Workspace as their central workspace for Gmail, Drive, Google Sheets and Meet. What many don't realise: data is not automatically protected if an account is deleted, ransomware strikes, or an employee makes a mistake. Gmail contains candidate applications, client briefs and interview confirmations. Google Drive holds cvs, job descriptions, candidate assessments and placement records.
- Recruitment Agencies
- Google Workspace
- GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations
Does Google Workspace back up your data?
The Shared Responsibility Model explained
Google Workspace is reliable as a platform โ 99.9% uptime, secure infrastructure, automatic redundancy. But Google does not back up your data. That is the Shared Responsibility Model: Google is responsible for the platform, you are responsible for your data. Deleted files remain recoverable for 30 days via the Trash โ after that they are permanently gone.
Ransomware via Drive sync
Ransomware encrypts local files. Google Drive immediately syncs the encrypted versions โ overwriting your cloud copy. After 30 days there is no recovery.
Account deleted
When an employee leaves and their account is deleted, everything disappears: Gmail, Drive, Calendar, Meet recordings, Chat history. You have 20 days to export โ then it's gone.
GDPR breach via candidate data exposure
Candidate data is highly sensitive under GDPR. If a consultant's Drive is deleted after departure, CVs and personal data that should be retained or erased on schedule become ungovernable.
Google Vault vs Mindtime
Is Google Vault a backup? No โ here's the difference
Many Recruitment Agencies use Google Vault for email archiving or e-discovery. That's valuable โ but it is not a backup. Vault archives data for legal purposes. It cannot restore data after a ransomware attack, account deletion or human error. Mindtime is a full backup and recovery platform for all Google Workspace apps.
| Feature | Google Workspace (built-in) | Google Vault | Mindtime GW Backup |
|---|---|---|---|
| Recovery after ransomware | โ | โ | โ |
| Restore deleted account (>30 days) | โ | Limited | โ |
| Item-level email/file recovery | โ | โ | โ |
| Drive file recovery | 30 days | โ | โ |
| Retention compliance 1 year (unsuccessful candidates) / 6 years (placement records) | โ | Email only | โ All apps |
| Data on Dutch servers | โ US/EU mix | โ US/EU mix | โ 100% NL |
| ISO 27001 certified | Google-level | Google-level | โ Mindtime + Google |
What Mindtime backs up
Gmail, Drive, Shared Drives, Calendar, Contacts, Chat & Meet
Mindtime connects via the official Google Workspace API and continuously backs up all content from your Google environment โ per user, per app, in the background.
Gmail
All emails, attachments, labels and folders. Item-level recovery โ including emails deleted by users or administrators.
Google Drive
All files, folders and version histories โ including Docs, Sheets and Slides. Restore individual files or entire structures.
Shared Drives
Team Drive content including permissions and folder structure. Critical for Recruitment Agencies who collaborate via shared folders.
Compliance for Recruitment Agencies
GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations โ 1 year (unsuccessful candidates) / 6 years (placement records) retention obligation
Data that Recruitment Agencies manage in Google Workspace falls under GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations. That means you must be able to reproduce data for at least 1 year (unsuccessful candidates) / 6 years (placement records) โ even after an incident. Google is GDPR-compliant as a platform, but the duty to recover lies with you. If data is lost due to an error, attack or deletion, Google is not responsible for recovering your data. Mindtime automatically configures retention policies aligned to GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations, storing all data exclusively on Dutch servers โ fully within GDPR jurisdiction.
Recovery scenario
A real scenario for Recruitment Agencies โ back up within 2โ4 hours
Imagine: a top-biller leaves and their account is deleted immediately โ removing the candidate pipeline, client briefings and placement contracts for 40 live vacancies. With Mindtime, your team restores the data via a point-in-time backup within 2โ4 hours โ no ransom paid, no data lost, no GDPR breach notification required.
Automatic alert โ within minutes
Mindtime detects the change and immediately sends an alert. You don't need to check the backup manually.
Choose a recovery point โ to the minute
Via the Mindtime dashboard you select the moment before the incident. Choose the exact user, app and timestamp.
Selective or full recovery
Restore a single email, a Drive folder, or a complete employee Google account. No big-bang recovery when it isn't needed.
Operational โ within 2โ4 hours
Your Recruitment Agencies team has full access restored to candidate profiles and client vacancy records. No ransom, no data loss, no GDPR notification required.
Five steps to secure your data
Set up in under an hour via Google Admin Console
Setup via the Google Workspace Admin Console takes less than an hour. After that, everything runs fully automatically. Mindtime configures retention for GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations โ 1 year (unsuccessful candidates) / 6 years (placement records) โ out of the box.
- ISO 27001
- 100% Dutch servers
- GDPR-compliant
- GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations
Request a demo
Free demo, no obligation
Connect via Admin Console
Official API โ done in minutes
Configure retention
Aligned to GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations
First backup + test recovery
Automatic, verified
Runs automatically
Monthly reports + quarterly review
Frequently asked questions about Google Workspace backup for Recruitment Agencies
Frequently asked questions about Google Workspace backup for Recruitment Agencies.
Does Google Workspace automatically back up my data?
Google Workspace offers high platform availability but no backup. Deleted files are recoverable for 30 days via the Trash โ after that they are permanently gone. Mindtime adds an independent, immutable backup outside Google's platform.
What is the difference between Google Vault and Mindtime?
Google Vault is an archiving tool for legal e-discovery and email retention. It does not restore data after ransomware, account deletion or human error. Mindtime is a complete backup and recovery platform for all Google Workspace apps.
How do we handle GDPR deletion requests for candidate data in Google Workspace?
Mindtime supports selective deletion within the backup โ so you can fulfil a candidate's erasure request without affecting the rest of your backup archive.
Can we set different retention periods for candidates and clients?
Yes. Mindtime allows you to configure retention policies per user or per Shared Drive โ so you can apply 1-year retention for candidate data and 6-year retention for placement records.
Is Mindtime compliant with GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations?
Yes. Mindtime is ISO 27001 certified and stores all data exclusively in Dutch data centres within GDPR jurisdiction. Retention is automatically configured to comply with GDPR + ICO recruitment data guidance + Conduct of Employment Agencies Regulations โ including the 1 year (unsuccessful candidates) / 6 years (placement records) obligation for candidate profiles and client vacancy records.
How quickly can I recover data?
A single email or file is recoverable within minutes. A full user account within 2โ4 hours. Mindtime restores directly into Google Workspace โ no manual import required.
Does Mindtime also work for related sectors?
Yes. Mindtime provides Google Workspace backup for various sectors. View the Google Workspace page for more information.
Protect your Google Workspace data as recruitment agency
ISO 27001 certified ยท 100% Dutch servers ยท Connect via Admin Console ยท Operational within one hour
Learn more about Mindtime Google Workspace Backup โFree and no obligation ยท Average setup time: < 1 hour via Google Admin Console