Job Candidate Privacy Notice

Capco Job Candidate Privacy Notice


Purpose and legal basis for processing

Capco’s purpose for processing this information is to assess your suitability for a role you have applied for.

Where processing takes place in the UK or EU, or you are a resident of the UK or EU, the legal basis we rely on for processing your personal data is article 6(1)(b) of the European Union General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”) which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information, is article 9(2)(b) of the GDPR, which also relates to our obligations in employment and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee.

What will we do with the information you give us?

We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide with any third parties for marketing purposes.

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role.

We do not and will not sell your personal data.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask but it may affect your application if you don’t.

Application stage

If you use our online application system, your details will be collected by a data processor on our behalf (please see below).

We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, referees and for answers to questions relevant to the role. Our recruitment team and relevant business lead will have access to all this information.

You will also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to any staff outside our recruitment team, including business leads, in a way that can identify you. Any information you provide will be used to produce and monitor equal opportunities statistics.


Our recruiters and business lead shortlist applications for interview. The business leads will not be provided with your equal opportunities information if you have provided it.


We may ask you to participate in assessment days; case studies; attend an interview (including by recorded video); or a combination of these. Information will be generated by you and by us. For example, you might complete a written assignment, or we might take interview notes. This information is held by us.

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained in Capco’s own talent pool. If you say yes, we may proactively contact you should any further suitable vacancies arise.

Employment Offer

If we make an offer of employment, we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to employment. We must confirm the identity of our staff and their right to work in the relevant country, and seek assurance as to their trustworthiness, integrity and reliability.

You must therefore provide:

  • Proof of ID (passport – if no passport, birth certificate and national insurance/social security documents)
  • Proof of Right to Work in country where job is based
  • Proof of Address

We may also perform the following, subject to local laws and practices:

  • Criminal Record check
  • Electronic ID Verification check
  • Credit & Bankruptcy checks, including a full 5 years address history
  • Global Financial Sanctions checks
  • Compliance checks, including Office of Foreign Assets Control (OFOC)
  • Directorship & Media Searches
  • Education & Professional Qualifications checks
  • Proof of Five Years Employment References check (gaps of over 1 month to be verified)

How long is the information kept for?

This will depend on whether your application is successful or not (unless we state otherwise in our ‘data processor’ section below):

Successful Recruitment Candidate Information (including CV’s applications , interview notes, psychometric test data) will be destroyed 6 months after the end of employment. Except in France, where candidate information is retained for 12 months. Eligibility documents (identity, right work in country) and background checks (including personal references) are typically kept for 5 years after the end of employment, or longer to comply with local laws. Please refer to your local Capco Recruitment Team for further information.

Unsuccessful Recruitment Candidate Information (including third party referee details provided by the applicant) will be destroyed 6 months after the last action. Except in France, where candidate information is retained for 12 months.

How we make decisions about recruitment?

Final recruitment decisions are made by members of our recruitment team and business leads. We take account of all the information gathered during the application process.

You can ask about decisions on your application by speaking to your contact in our recruitment team.

Your rights

As an individual, you have certain rights regarding your own personal data.

For more information on your rights, please see the ‘Your Data Protection Rights’ section of the Capco Privacy Policy:

Capco’s Data Protection Officer can be contacted at:

Do we use any data processors?

Yes – we use several processors to provide elements of our recruitment service for us as follows:

On-line Candidate Application Management Service

We use Greenhouse’s candidate application management platform. You can access their Privacy Policy here:

In the US we use DocuSign to provide successful candidates with an electronic offer letter and other paperwork relating to the hiring process. You can access their Privacy Policy here:

Recruitment Agencies and Talent Pools

We have relationships with a number of recruitment agencies and talent pools and where you have applied for a position with Capco through such agency or registered with a particular talent pool, you should approach them directly for information on their privacy policy and data retention periods.

SMS Communications

We use OnePoint Global Ltd to assist us when we contact you by text message (SMS) to confirm interview details and to request interview feedback. You can access their Privacy Policy here:

Video Interviews

In the UK we use Launchpad Recruits Ltd.’s recorded video interviewing platform for certain roles. You can access their Privacy Policy here: We instruct Launchpad to delete your personal data, including all video records, after 12 months.

Employment Vetting

Capco use First Advantage on a global basis (except as stated below). You can access their respective Privacy Policies for candidates here:

In the US and Canada, we use Sterling Talent Solutions. Their service also includes I-9 eligibility checks. You can access their Privacy Statement here:

In Germany we use HireRight. You can access their Privacy Policy here:

In India we use SecUR Credentials. You can access their Privacy Policy here:

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Notice Version: 13 August 2020