Privacy Notice

Privacy Notice

At Civica we take your privacy seriously.

What information do we collect from you?

We only collect basic information from you on our web forms, which is limited to: first name, surname, organisation, job title, email address and telephone number (where a call back has been requested).

We also collect information when you visit our website. Whilst you are on our site we place ‘cookies’ in your browser – cookies help websites remember information about your visits which helps us to personalise your next visit.

Why do we collect this information?

We collect this information because it helps us to operate more effectively and to provide you with the best visitor experience when you are on our website. We need this information to respond if you have submitted an enquiry. It also enables us to contact you in regard to the products & services we provide if we believe these are of interest to you and your organisation.

Who else might we share your information with?

Occasionally we may share data with one of our marketing partners. These partners support our marketing team with tasks such as event registration (third parties sometimes manage registration for Civica events) or telephone marketing (third parties sometimes support work on marketing promotions). They will not retain your data once any project is completed.

Our customer relationship management (CRM) and marketing automation systems are operated as a service by third parties. Civica has client service agreements with those providers which meet appropriate data protection requirements

Data may be transferred to Civica Group companies outside of the EEA for administrative purposes, for which we have appropriate data protection policies.

Your data will not be shared if you have simply submitted an enquiry form on our Contacts page.

What do we do with your information?

If you have submitted an enquiry form we will route your information via email to the appropriate department to provide a response and will use the information you provide only for the purpose of responding to your enquiry.

If you have shown interest in content on our website we store your information in our customer relationship management (CRM) system. We discover from your website visit or opened emails, which may include automated profiling, which products & services are of interest to you, and we use this knowledge to contact you about products & services which will be of interest.

How long do we keep hold of your information?

We retain your data in our system for two years following the last contact from you. If there has been no obvious engagement with you in regards to our marketing communications, then after two years we will remove all your details (please note any data recorded in our email system is retained therein for seven years). You always have the right to unsubscribe to any of our marketing communications, for which a link is provided within the footer of our marketing emails.

How can I access the information you hold about me?

The information we hold on you can be accessed by going to our preference centre. There, you can update your details to ensure you continue to receive targeted communications from Civica or you can unsubscribe to some or all communications.

If you unsubscribe to all mailings your email address will be added to a ‘do not contact’ list, to ensure we adhere to your request not to be contacted. The preference centre also allows you to select the type of communications you would like to receive from us (e.g. product updates, User Group invitations, newsletters, etc.).

If you have any queries about the privacy of your information, or if you want us to remove all your information (right to erasure), please contact our Data Protection Officer (DPO), as below.

Data Protection Officer
Email:  DPO@civica.co.uk
Telephone: +442234682130
You can read our Privacy policy here.