At Citizens Advice, we’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people who use our recruitment software, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org
What type of information is collected from you?
The personal information we collect might include your name, telephone, email and postal contact details, NI number, previous and current employment history, educational background, contact details for referees, equality and diversity data and, if applicable, additional information to support any criminal reference checking and information regarding what pages are accessed and when.
How is your information used?
To provide our recruitment services to you and to facilitate the recruitment process; to enable you to submit your CV and/or application form, apply online for jobs; to improve our customer service and to make our services more valuable to you (including tailoring our website when you log on to enrich your personal online experience); to answer your questions and enquiries; to share with third parties where we have retained them to provide services that we or you have requested including health assessments, references, qualifications and criminal reference checking services (GBG), verification of the details you have provided from third party source, psychometric evaluation or skill test; to use your information on an anonymised basis to monitor compliance with our equal opportunities policy; to carry out our obligations arising from any contracts entered into between you and us; to undertake statistical analysis of anonymised data (equality and diversity) and internal reporting through a candidate’s recruitment journey.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligation.
Unsuccessful candidates’ data will be securely destroyed 12 months after the decision is made that your application has been unsuccessful adhering to the statutory requirement to retain information for a select period to allow candidates to challenge recruitment decisions. Successful candidates’ information required for employment purposes will be retained throughout your employment, all other documentation not relevant will be securely destroyed 12 months after your start date has been confirmed, this includes any supporting documentation which you provide for criminal reference checking, proof of address etc.
Who has access to your information?
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf: We may pass your information to our third party service providers and other associated organisations for the purposes of completing tasks and providing services to you on our behalf . However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the Citizens Advice network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. You can also change your marketing preferences at any time by contacting us by email: email@example.com
How you can access and update your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please log into your account and go to the ‘my details’ section. Or you can email us at: firstname.lastname@example.org
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as bank account details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access our recruitment software, you are responsible for keeping this password confidential.
We ask you not to share your password with anyone.
Use of 'cookies'
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.
Links to other websites
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in November 2018.