Legal & professional services
Backup for recruitment agencies that handle candidate data daily
Mindtime protects the mailboxes, shared drives and laptops where CVs, ID copies and placement records pass through, storing immutable copies in its own data centres in the Netherlands and Germany alongside an air-gapped copy.
In Dutch, German or English.
- NL · DEStored only in our own Tier III data centres in the Netherlands and Germany
- ImmutableObject Lock storage plus an air-gapped copy; every backup job is checked
- ISO 27001 · NEN 7510Audited security, with a data processing agreement in every contract
- NL · DE · ENSupport from people, no offshore call centres or chatbots
In short
Staffing and recruitment agencies need reliable backups because they must keep ID copies and payroll records for years while their candidate data is a prime target for attackers. Mindtime backs up Microsoft 365 or Google Workspace, file storage and laptops to its own Tier III data centres in the Netherlands and Germany, immutably and monitored around the clock.
What's at stake
The data staffing and recruitment agencies can't afford to lose
Candidate files and CVs
CVs, assessments and interview notes are your stock in trade. Losing them means re-sourcing candidates; leaking them means a data breach involving people who never became your employees.
ID copies and placement records
For temporary workers you keep identity document copies, contracts and hours worked. Those records are what an inspection or a payroll dispute is decided on.
Client and vacancy history
Agreements with hiring clients, rates and vacancy history sit in your CRM and mailboxes. Without them, invoicing and follow-up stall.
Rules and obligations
What the rules ask of staffing and recruitment agencies
Summarised from the sources listed at the bottom of this page. This is general information, not legal advice.
Keep ID copies five years after employment ends
Employers must make a clear copy of an employee's identity document and keep it until at least five years after the calendar year in which the employee left. For agencies that employ temporary workers, that is a large, sensitive archive. [1]
Delete applicant data on time
The Autoriteit Persoonsgegevens says it is customary to delete an unsuccessful applicant's data no later than four weeks after the procedure, or up to one year with consent. A staffing agency may copy an ID document when someone registers with it. [2]
The Wtta admission system
Under the Wet toelating terbeschikkingstelling van arbeidskrachten, agencies that supply workers need admission from the Nederlandse Autoriteit Uitleenmarkt. The government's business portal gives 1 January 2027 as the start date, with enforcement from 1 January 2028; correct wage payments and tax filings are among the requirements. [3]
Breaches go to the AP within 72 hours
A ransomware attack that makes candidate or employee data unavailable is a personal data breach. It has to be reported to the Autoriteit Persoonsgegevens within 72 hours of discovery. [4]
Employment services and NIS2
Staffing and recruitment are not among the sectors in the Cyberbeveiligingswet, the NIS2 law that took effect in the Netherlands on 15 August 2026. Hiring clients in covered sectors may still include you in their supply-chain checks. [5]
When it goes wrong
A compromised recruiter account
Illustrative example: a recruiter at a regional staffing agency enters her password on a fake login page, and the attacker uses the account to delete shared Drive folders holding placement contracts and ID copies. The agency locks the account and resets credentials the same morning. Because Mindtime kept immutable copies outside Google's environment, the deleted folders are restored from the last checked backup. The agency then assesses with its IT partner whether data was copied and needs to be reported.
How Mindtime protects it
Backup for staffing and recruitment agencies, workload by workload
- Google Workspace backupMany agencies run recruitment on Gmail and shared Drive folders.
- Microsoft 365 backupOutlook mailboxes hold years of candidate and client correspondence.
- Laptop and endpoint backupRecruiters work from home and on the road with candidate files on their laptops.
- NAS backupScanned ID copies and signed contracts are often archived on an office NAS.
The software you use, and what we protect around it
| OTYS Go! | Cloud applicant tracking system built for Dutch recruitment and staffing agencies. Check OTYS's export and retention terms; Mindtime protects the mail, documents and laptops your recruiters use alongside it. |
|---|---|
| Bullhorn | Cloud ATS and CRM for staffing agencies. As with any SaaS, confirm what the supplier keeps; Mindtime covers the mailboxes and files where CVs and contracts also end up. |
| Easyflex | Cloud platform for payroll and administration in the flex sector. Keep the payroll reports and contracts you download in a mailbox or folder that Mindtime backs up. |
| Microsoft 365 or Google Workspace | Where CVs arrive, interviews are scheduled and contracts are signed. Mindtime backs up Exchange Online, OneDrive and SharePoint, or Gmail and Drive. |
| Recruiters' laptops | Downloaded CVs and client shortlists often sit on local drives. Mindtime backs up Windows and macOS laptops and mobile devices. |
Google Workspace
Google Workspace backup for recruitment agencies
Plenty of agencies run on Gmail and Google Drive: CVs arrive by mail, shortlists live in shared folders and contracts are signed in Drive. Google's trash and Vault are not built to restore that after a mass deletion or a hijacked account.
- Drive empties the trash automatically after 30 days, and after a user empties it an administrator has only 25 days to recover files.
- Google's Vault FAQ says Vault isn't designed to be a backup or archive tool, and its exports are not designed for large-scale backups.
- Deleting a former recruiter's account removes all data associated with that account from Google, including candidate folders they owned.
- Mindtime backs up Gmail and Drive outside Google, in its own data centres in the Netherlands and Germany, with a 7-day free trial.
Before you switch
What staffing and recruitment agencies ask us first
Our ATS supplier backs up our candidate database.
That covers the ATS. CVs in mailboxes, contracts in shared folders and files on laptops are outside it, and those are often what attackers delete or steal. Mindtime protects that part with immutable copies.
Don't backups conflict with deleting applicant data after four weeks?
They need to be aligned. Agree a backup retention period that fits your deletion policy and record it in your privacy documentation. Mindtime provides a data processing agreement with every contract to support that.
We have several branches and no central IT team.
Mindtime checks every backup job and monitors 24/7, so branches don't need anyone to watch backups. When a restore is needed, Mindtime's own staff help in Dutch, German or English.
FAQ
Questions about backup for staffing and recruitment agencies
How long do staffing agencies need to keep backup data?
It depends on the record. ID copies of employees must be kept until at least five years after the calendar year they left, while unsuccessful applicants' data is normally deleted within four weeks. Set backup retention per type of data where you can, and document the choices in your processing register.
Are candidates' CVs stored outside the EU?
Not with Mindtime. Backups are kept only in Mindtime's own Tier III data centres in the Netherlands and Germany, encrypted in transit with AES-256. Mindtime is audited against ISO 27001 and NEN 7510, and every contract comes with a data processing agreement.
Why back up Microsoft 365 or Google Workspace if they are in the cloud?
Because deletions, sync errors and compromised accounts happen inside the same environment as the platform's own recycle bins. A separate, immutable copy in another data centre lets you restore what was deleted. You can test Mindtime's backup for Microsoft 365 or Google Workspace free for 7 days.
Will the Wtta admission system change anything for our IT?
Not directly, but admission depends on paying correct wages and filing tax returns properly, so your payroll and placement records need to be complete and recoverable. Immutable backups with an air-gapped copy help make sure those records survive an incident.
See it with your own data
Book a 15-minute demo
We show you a backup and a restore, and answer your questions in Dutch, German or English. No offshore call centres, no chatbots.