1. Introduction

At Compassion in World Farming (CIWF), we are committed to protecting the privacy of those who engage with us with an interest in a career at CIWF or applicants for job opportunities. We will be the "controller" of the information we hold about you. Please read this privacy policy carefully to understand how we collect, use, and protect your personal data.

We would suggest that you read this Candidate Privacy Policy carefully to ensure that you are well informed about and understand our practices.

This policy was published (last updated) on 20/01/2025.

2. When Do We Collect Your Information?

We collect your personal information when you engage with us during the recruitment process, that has been provided by you, during the application and the onboarding process. This will include your personal information and also equality and diversity data:

Register an interest in careers at CIWF,
Apply for a job at CIWF,
Participate in a recruitment process,
Enter into an employment contract with CIWF.

During the recruitment process we may also request references from third parties and carry out screening and vetting processes.

As a global organisation, candidate materials may in some cases, be reviewed or translated using secure internal tools within our controlled systems. This is done solely for assessment purposes during the recruitment process, and candidate information is not shared externally or used beyond this purpose.

Please note that the information we collect, including the application form and recruitment process, may differ slightly depending on the role and your country or office location.

3. What Information Do We Collect About You?

We collect personal details such as:

Personal contact details: Full name, personal email address, phone number, location,
Recruitment information: CVs, resumes, cover letters, application forms, interview notes, references, and any other relevant documents,
Diversity information: Provided voluntarily for diversity and inclusion purposes,
Identification and authentication: Proof of identity, username, and password for recruitment portals,
Sensitive data: Medical information for health and safety purposes (if applicable), and information for background checks where applicable.

We may also collect data for equality and diversity surveys. This data will be used for the purposes of equal opportunities, this will not affect your application, and it will be anonymised.

4. Use of Your Information

We process your information for the following business purposes:

To manage and administer the recruitment process, including assessing your suitability for the role,
To contact you during the recruitment and onboarding process,
To comply with legal obligations, such as health and safety, immigration, and employment law,
To improve our recruitment processes and report on diversity targets,
To protect the health and safety of our staff and premises.
To monitor diversity data to monitor equality and diversity.
To offer you a contract of employment if we feel you are suitable
To contact you about future employment opportunities which may be suitable for you.
To occasionally review or translate candidate materials using secure internal tools, solely to support a fair and consistent recruitment process

If your job application is successful, we will use your information to provide and manage the onboarding process and create your employee record in line with our Employee Privacy Policy.

5. Automated Decision-Making?

At present, we do not use automated decision-making tools, such as AI or screening systems, in the recruitment process. Should this change in the future, we will update this policy to reflect any such changes.

6. Sharing Your Information

Your data will be shared internally for the purposes of recruitment and to other CIWF entities. If your data is transferred out of the UK, we ensure a similar degree of protection of your personal data. We may share your information with:

Other CIWF country offices/entities, where necessary, for recruitment or onboarding purposes,
Third-party service providers, such as recruitment agencies, and background check agencies,
Legal authorities or regulators, if required by law or to protect our rights.

Use of secure internal tools to support recruitment assessment does not involve sharing your personal data externally.

7. Retention of Your Information

We will retain your information for as long as necessary for recruitment purposes or as required by law. If your application is unsuccessful, we may retain your information for a specified period of 12 month from the date of your interview. For potential future job opportunities, should you authorise us to keep your details on file.

8. Security

We implement robust technologies and policies to protect your data from unauthorised access. However, we cannot guarantee the security of data transmitted via the internet. Once we receive your data, we take steps to ensure its protection.

9. Your Rights

You have the following rights concerning the information we hold about you:

Right to access: Request a copy of your personal data,
Right to rectification: Correct inaccurate or incomplete data,
Right to erasure: Request the deletion of data under certain conditions,
Right to restrict processing: Limit how your data is used,
Right to data portability: Receive your data in a machine-readable format,
Right to object: Object to specific types of processing, such as marketing,
Right to withdraw consent: Where consent is relied upon, you may withdraw it at any time.

For more information, please use the contact form below.

10. Lodging a Complaint

If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the relevant supervisory authority. In the UK, you can contact the Information Commissioner’s Office (ICO). For other countries, please refer to the appropriate data protection authority in your location.

11. Changes to This Privacy Policy

We update this policy as necessary to reflect changes in our data practices. Please review this page periodically to stay informed about how we protect your personal data. If we make significant changes, we will notify you directly.

12. CIWF Legal Entities

Compassion in World Farming has established separate charitable entities in various countries to further our mission. All these entities are controlled by Compassion in World Farming International:

Compassion in World Farming France 22 rue du Sentier, 75002 Paris, France	(CIWF France)
Compassion in World Farming Netherlands Groenestraat 294, 6531 JC Nijmegen, The Netherlands	(CIWF Nederlands)
Compassion in World Farming Brussels Place Luxembourg 12, 1050 Brussels, Belgium	(CIWF Brussels)
Compassion in World Farming Italy Via S. Giorgio 9, 40121 Bologna, Italy	(CIWF Italia)
Compassion in World Farming Poland ul. Marszałkowska 28 A / 15, 00-576 Warszawa, Poland	(CIWF Polska)
Compassion in World Farming USA, Inc. 211 East 43rd Street, 7th Floor, New York City, NY 10017, USA	(CIWF USA)