Candidate Privacy Statement

(Updated 1st September 2022)

This Candidate Privacy Statement explains how Civica Group uses your personal data when you are a candidate applying for a role with us.

What information do we collect?

To help us proactively and effectively manage all aspects of your application for employment with us, we need to collect and process your personal information. We are committed to being transparent about how we collect and use your personal information to ensure we meet our data protection obligations.

We will process the following data to assess your suitability for a vacancy and we request that your CV only includes the following personal information.

  • Name
  • Address
  • Email address
  • Contact telephone numbers
  • Right to work status
  • Summary of qualifications (professional & academic)
  • Chronological work history
  • Summary of key skills

If you are successful in any application, we will need to process the following data as part of our Offer and onboarding process.

  • Name
  • Address
  • Email address
  • Contact telephone numbers
  • Right to work status
  • Summary of qualifications (professional & academic)
  • Chronological work history
  • Summary of key skills
  • Date of birth
  • Passport number
  • Photographic identification
  • Citizenship details
  • Equal opportunities monitoring information
  • Immigration status
  • Criminal background information.

The personal data that you provide to us will be treated in accordance with the provisions set out in this Candidate Privacy Statement.

How do we use your information?

Depending on how far you progress in the application process your personal information could be used in the following ways:

  • to assess your potential suitability to the role for which you are applying;
  • arrange and conduct telephone interviews;
  • arrange and conduct face-to-face interviews;
  • assess interview results;
  • arrange psychometric testing;
  • perform relevant administration functions
  • update you about future vacancies.

For certain roles, such as those concerning applicants from Northern Ireland, we are legally required to collect community background information. This is information which may reveal religious beliefs and we will retain this for a period of three years from your application.

For all roles we also request equality and diversity data for monitoring purposes. This information is not mandatory, although we encourage you to provide it. We make every attempt to anonymise this information and ensure it cannot be linked back to an individual.

The legal basis for processing your data for recruitment purposes is our legitimate interest in operating our business and fulfilling vacancies.

The legal basis for processing community background information for applicants from Northern Ireland is legal obligation.

How long do we keep your information for?

If you submit a job application either directly or through a recruiter, we will use your information in connection with the specific job that you have applied for and will store your information for 12 months in case any legal claim for discrimination is made.

To consider you for other vacancies for which you may be suitable, which may arise during this 12-month period, we will add your information to our talent pool. If you’d rather not be added to the talent pool, or wish to be removed at any time, please let us know.

Who do we share your personal information with?

Your personal information will be shared internally, including with:

  • Civica Recruitment team
  • Recruiting Managers
  • People team (HR)

And externally with:

  • DataCareers Limited, our recruitment Partner who process data on our behalf
  • Workable, our recruitment platform provider (who use US-based cloud storage)

Your personal information will only be shared where it’s necessary for the purposes identified.

We’ll only share your data with third parties to:

  • Obtain pre-employment references from other employers.
  • Obtain employment background checks from third-party providers.
  • Obtain necessary criminal records checks.

How do we keep your information secure and confidential?

Civica is dedicated to keeping your data safe. We are certified under ISO27001 as having put technical and organisational policies and procedures in place to protect personal data from loss, misuse, alteration or destruction. We ensure that access to your personal data is limited only to those who need to access it and those individuals are required to maintain the confidentiality of such information. Where necessary, we apply encryption and anonymisation techniques in efforts to further protect personal data.

What are your rights?

You have a number of rights in relation to your personal information:

  • You have the right to be informed about how we use your information (this document).
  • You have the right to request a copy of your personal information.
  • You have the right to correct inaccurate information.
  • You have the right to have your information erased.
  • You have the right to object to it being processed.
  • You can ask us to restrict your information being processed for a period if the information is considered inaccurate or there is a dispute about the grounds for it being processed.
  • You have the right to data portability

However, you should be aware that not all of these rights are absolute. There are circumstances, where we have an obligation, legal or otherwise, or the right to process your personal information, and therefore your request may be challenged or denied where we believe there is good cause to do so.

If you would like to make a request to access, review, or correct the personal data we have collected about you, or to discuss how we process your personal data, please contact us at

Third party job sites

Sometimes we use publicly available sources of data such as LinkedIn to source candidate information. However, you will always be contacted before we add your information to our recruitment system and provide you with the opportunity to opt-out.

Some of our online recruiting activities are hosted by third parties. When you access sites operated by these third parties, they may place Cookies or Other Tracking Technologies on your device.

For further information please consult the Privacy Notice applicable to your region.

Privacy Notice