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Recruitment database health check.Find the mess before it finds you.
Upload a candidate or contact export from any ATS, CRM or spreadsheet. See duplicates, records you can’t contact, stale data and records past your retention period in seconds. Your file never leaves your device.
Your export
or drag it here
A candidate or contact export from your ATS, CRM or spreadsheet.Your file is read by your browser and never leaves your device. Nothing is uploaded or stored.
- Duplicate records sharing an email, phone number or LinkedIn profile
- Records with no way to get in touch
- Email addresses that can’t be valid
- People you haven’t touched in a year or more
- Records past your data retention period
Free migration from your current system, duplicates and all.
What the check looks for.
A database that’s full of duplicates and dead records costs you twice: recruiters waste time on people they can’t reach, and you carry data you may no longer have a reason to keep.
- Duplicates share an email, phone number or LinkedIn profile, after tidying up case, spacing, country codes and trailing slashes.
- No email or phone means there’s no way to get in touch from the record alone.
- Invalid emails are missing an @, a domain or a proper ending, like
name@gmail. - Stale records haven’t been updated within the period you set, using the last updated or activity date, or the created date if there isn’t one.
- Past retention records are older than your retention period and worth reviewing under your privacy policy.
Download the flagged records as a CSV to clean up in a spreadsheet, or bring everything into Longlist: our team migrates your data for free when you move.
Is my data uploaded anywhere?
No. The file is read by your browser and analysed on your own device. Nothing is sent to Longlist or anyone else, and nothing is stored once you close the page. You can disconnect from the internet after the page loads and the check still works.
How do I export my candidates as a CSV?
Most ATS and CRM systems have an export or report option on the candidate or contact list; choose CSV. If your system only exports Excel files, open the file and use Save As → CSV. You only need the columns the check uses: names, emails, phone numbers, LinkedIn URLs and a last updated or created date.
How are duplicates found?
Two records count as duplicates if they share an email address (ignoring case), a phone number (compared on the last ten digits, so +44 7700 900123 matches 07700 900123) or a LinkedIn profile URL. Records linked through any chain of shared details form one group. People with the same name but no shared details are listed separately as possible duplicates.
How long can I keep candidate data under GDPR?
UK and EU GDPR don’t set a fixed period. You must keep personal data no longer than you need it for the purpose you collected it, and say how long in your privacy notice. Many agencies review candidates they haven’t been in touch with for one to three years. Set the retention period in the check to match your own policy.
How is the health score calculated?
The score starts at 100 and loses points for duplicates (30% of the score), records with no email or phone (25%), invalid emails (15%), stale records (15%) and records past your retention period (15%). Each problem loses all of its points once it reaches a set share of the database: 20% for duplicates and missing contact details, 10% for invalid emails, 50% for stale records and 30% for records past retention. Checks for columns you haven’t matched are left out.
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