Privacy Policy

General

This privacy policy explains how Civic uses personal information we collect about you when you use this website.

By using this site and communicating with Civic, you agree to the terms set out in in this Privacy Policy and consent to the collection, use, disclosure and transfer of your personal information as set out in this Privacy Policy.

What information do we collect about you?

We collect information about you in order to understand your needs and provide you with a better service. We gather information about you when you contact us regarding our services or recruitment and attend our events. Website usage is collected using cookies. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For more information, see the cookie policy below.

How do we use this information?

We may use the information we collect for;

Improving the content of this website and providing relevant information
Our marketing and research purposes
Communicating information to you

We may, if necessary, disclose your personal information to appropriate agents, consultants and sub-contractors who assist us in running our business and who are subject to appropriate security and confidentiality obligations.

Civic do not share your information for marketing purposes with any third parties.

Marketing

Civic would like to send you information and updates about our events, our activity and services we provide that may be of interest to you, from time to time. You have the right to stop receiving our updates at any time and request the removal of your personally identifying information from our systems. Should you no longer wish to be contacted for marketing purposes you can unsubscribe here or contact us at the address below;

Email Disclaimer

This email and any attachments are confidential and may contain privileged information. They are intended solely for the use of the individual or entity to whom they are addressed. If you are not the intended recipient, please notify the sender immediately, delete this email from your system, and do not disclose or use its contents in any way.

Please note that any information, advice, or recommendations provided in this email are offered for general informational purposes only and do not constitute professional advice unless expressly stated to be within the scope of our contracted services. Civic accepts no liability for any reliance placed on information that is outside the agreed scope of our engagement. Clients should seek specific advice directly related to their contractual arrangements with us before acting on any such information.

Any personal data contained in or processed as part of any email is handled in accordance with applicable data protection laws, including the UK GDPR and EU GDPR as appropriate. We process personal data only as necessary to fulfil our contractual or legal obligations or based on legitimate interests.

Recruitment

As part of the recruitment process, Civic collects and processes personal data relating to job applicants. Civic is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Civic collect?

Civic collects a range of information about you. This includes:

your name, address and contact details, including email address and telephone number;
details of your qualifications, skills, experience and employment history;
whether or not you have a disability for which Civic needs to make reasonable adjustments during the recruitment process;
information about your entitlement to work in the UK; and
equal opportunities monitoring information, including information about your ethnic origin, gender, sexual orientation, health and religion or

Civic collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment including online tests.

Civic will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. Civic will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Civic process personal data?

Civic needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, Civic needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

Civic has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Civic to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Civic may also need to process data from job applicants to respond to and defend against legal claims.

Civic processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

We also process other special categories of data, such as information about ethnic origin, health or religion or belief, this is for equal opportunities monitoring purposes.

If your application is unsuccessful, Civic will keep your personal data on file in case there are future employment opportunities for which you may be suited. Civic will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the People & Culture team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Civic will then share your data with [former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks].

Civic will not transfer your data outside the European Economic Area.

How does Civic protect data?

Civic takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does Civic keep data?

If your application for employment is unsuccessful, Civic will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow Civic to keep your personal data on file, Civic will hold your data on file for a further six months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, Civic will either delete or destroy your data or contact you again to discuss retention.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

access and obtain a copy of your data on request;
require Civic to change incorrect or incomplete data;
require Civic to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
object to the processing of your data where Civic Engineers is relying on its legitimate interests as the legal ground for processing; and
ask Civic to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Civic Engineers legitimate grounds for processing

If you would like to exercise any of these rights, please contact kat@team-civic.com

If you believe that Civic has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Civic Engineers during the recruitment process. However, if you do not provide the information, Civic Engineers may not be able to process your application properly or at all.

Access to your information and correction

You have the right to request a copy of the information that we hold about you – please email or write to us at the address below if you would like a copy of some or all of the personal information stored by us.

We want to ensure that your personal information is accurate and up to date. Please do not hesitate to ask us to correct or remove any information you think is inaccurate by contacting us at the address below.

Security

We are committed to ensuring that your information is secure and will take appropriate measures to keep your information confidential and secure in accordance with our internal procedures and industry best practices covering the storage, access and disclosure of information.

Please note that email and other internet communications should not be considered secure. If you choose to send any confidential information to us by such means you do so at your own risk with the knowledge that a third party may intercept this information before it gets to us and we do not accept any responsibility for the security or integrity of such information.

Other websites

Our website may contain links to other websites. This privacy policy only applies to our website only – when you visit other websites different privacy policies apply.

Changes to our privacy policy

This policy was last updated on Thursday 28th August 2025. Any changes or updates will be placed on this website page.

Contact us

If you have any questions about our privacy policy or information we hold about you, contact;

Data Protection Controller, Civic

Carver’s Warehouse, 77 Dale St, Manchester, M1 2HG

Our Terms & Conditions

Any services or work discussed in this communication that are not already governed by a written, formally executed contract shall, if proceeded with, be subject exclusively to Civic’s standard terms and conditions in effect at the time of engagement, which are available for download via the link below:

Download our Standard Terms and Conditions.

Our Carbon Emissions and Net Zero Plan

We measure and report our operational carbon emissions in accordance with the Greenhouse Gas (GHG) Protocol. As part of our commitment to transparency and sustainability, we publicly share key statistics about our carbon footprint across the Civic group of companies.

View our Carbon Emissions Public Profile.

Registered Information

Company name: Civic Plus Ltd
Company registration number: 14208271
Registered office address: Carver’s Warehouse, 77 Dale Street, Manchester, M1 2HG
Contact details: contact@team-civic.com