CivvyStreet is committed to protecting all personal information. Since this information is given to us by Services, ex-Services people and their families our systems need to be – and are - highly secure and independently tested. We are very protective about this information and we hold it in the utmost security.
If you have registered to use the CivvyStreet website, you can quickly and easily make changes to your contact information, how you would like to hear from us and what you would like to be kept up-to-date about. Simply log in and go to profile section which displays details about you. The section also lets you inform us when you are actively seeking employment. If you select this option, we will send you notifications about job opportunities given to us by CivvyStreet-registered employers.
CivvyStreet is an employability service funded and provided by The Royal British Legion and managed by Apperception Limited.
The British Legion is a charity registered in England [Registered Charity No 219279]
Apperception Limited is a private limited company registered in the UK [Company No: 03914353]
You can contact us as follows:
FAO: Privacy Team
Address: CivvyStreet, PO Box 375, Ware, Hertfordshire SG12 0EF
Telephone: 0800 009 8015
When do we collect your personal information?
We collect your information when you register with CivvyStreet and when you interact with us. This could include:
- registering with the service,
- making phone calls or sending emails to the Helpline,
- use of the CV Builder,
- when you apply for a job through our system,
- make an application for a grant or funding including sending letters and evidence to our Post Box address.
It could also be collected when we follow up calls after you have been awarded a grant in order to help you find employment and, in certain cases, if you consent for us to use your story as a Case Study. (This may for which we require a separate, formal consent form to be signed by you.)
In addition, we monitor how clients use the service to help us understand how it could be improved and we send out surveys for you to provide feedback about the satisfaction level with the service and to make suggestions for improvements.
We collect personal information when you register to create your own personal online account which allows you to:
- Manage the personal details contained in your profile
- Invite family members to register and link with you
- Build and upload CVs
- Search for and apply for jobs
- Accept notifications from us about job vacancies that might be of interest
- Apply for funding
- Consent to be a Case Study
- Respond to online surveys
- Contact our Helpline
- Receive information about jobs, skills, training and other information related to career development and employment
We collect personal information when you apply for funding under The Royal British Legion’s Employment Support Grant Scheme
In order to receive funding from The Royal British Legion’s Employment Support Grant scheme, you need to provide personal information to confirm your eligibility. As part of the application, you need to provide your consent for this information to be used by CivvyStreet and The Royal British Legion. You may be visited by a representative of The Royal British Legion who will use this information to confirm the details that you have provided.
We collect personal information when you telephone or email our Helpline
We will record the information that we gather from you during the course of any calls or emails that you make to our Helpline. This includes any information that you volunteer about yourself, even if it is not requested. Any additional information provided is only used for audit purposes and does not influence the services that we provide to you other than by assisting us to resolve the nature of your call to the Helpline
We collect personal information when you speak to one of our Advisors
As part of the service, you can book a telephone appointment with one of our advisors who will discuss your circumstances and ways that we can help. We may collect information about you during the course of the interview which will be recorded and logged. This information will only be used to assist us to conduct the interview and will not subsequently affect the services that we provide unless updates to your profile information are identified during the course of the interview.
Is personal information shared with any third parties?
CivvyStreet will never share, sell, rent or trade your personal information to any third parties without your prior consent.
The service is supported and funded by The Royal British Legion and their staff have access to the information within the system, mainly for assessing any application for funding.
If you have registered to say that you are actively seeking employment or have updated your profile accordingly, your profile information will also be accessible to employers in the system with employment opportunities and you may be notified by us to say that they wish you to register an interest in a particular job opportunity. However, employers do not have access to any personal information in this system and will only be provided with such information by you or by us when you authorise us to do so.
What information do we collect from you?
We only collect the information that is necessary to help support you in your civilian career. You can manage what information we send you from within your online account from your profile settings. For example, we only notify you about job opportunities if you have selected the option to say that you are “Actively Seeking Employment”. In this case you will receive emails and SMS texts about job opportunities until you change this to let us know you no longer wish to receive these.
Information we obtain directly from you?
When you create an account with us, register on our website ask us for information or make an application (such as for a bursary) either online, by post or phone, we need to collect information from you in order to provide the service or information you are requesting or to process your application. We collect the following information in the registration and booking process:
- Prefix and name Basic data
- Service Number: You must have a UK Armed Forces Service number to be eligible for the service or be related to someone who has. This is a mandatory condition for eligibility to register with CivvyStreet.
- Your relationship to the person who served. This identifies whether you are the individual who has served or whether you are eligible to register based on your relationship to someone who has
- Sex: We use this information purely for analytical purposes to identify the ration of Male and Female clients,
- Enlistment Date In order to be eligible for the service, you must have served a minimum of seven days in the UK Armed Forces. However, depending on the length of service, you may also be eligible for other funding which we can advise you on.
- Discharge Date If you are currently In Service, we use this field to determine when you can apply for funding.
- Wheter you are 'In Transition': Along with your Discharge Date, this helps us identify your status re eligibility for funding if you are currently In Service
- Email address This is our preferred method of contact but if not available, we use other contact details
- Date of Birth You must be 18 or over to be registered in CivvyStreet
- Phone Number This is used for contact purposes in the event that we have no other information about how to contact you or in the event that we have not been able to reach you by one of the other contact methods
- Mobile Number If this is provided, we may use this to send SMS messages where you enable us to do so and we may use this data to contact you
In your profile, you may provide more detailed information about your employment history and the nature of work that you are looking for. This is used by us to identify to notify you when job opportunities become available. We will also use this information to update you with news and information regarding career, training and skills development issues related to the industry sector or sectors that you have identified as preferences for employment. This information is retained in your profile. When you wish to create a CV in a specified format, this is generated in Word or PDF format which you can download, email or print out a copy.
When you apply for an Employment Support Grant: we collect evidence related to the support of your application, including details of the training you wish to receive and financial information related to the application. If we support your application and recommend that you receive funding under The Royal British Legion’s Employment Support Grant scheme, you are giving permission for these details to be accessed online by staff from The Royal British Legion. If your application is approved, you are also giving them permission to import data about your application into their system in order to provide you with financial support. All evidence supplied in support of your application is scanned and uploaded and held securely online. All paper copies are destroyed within one month of receipt of and all data is managed as part of our formal retention policies,
If you respond to our surveys with feedback online, by email, by phone or in person, we keep a record of the correspondence on our database to help us improve customer service.
If you contact our Helpline by email, we retain copies of all emails in our case management system. All responses provided and actions taken are also recorded in your personal case file for audit purposes. If you contact our Helpline by telephone, the conversation is recorded and may be used for audit purposes, Notes about the conversation are recorded and held in your case file,
Employers and referees: if you are a job applicant we may contact your recruiters, current and former employers and/or referees, who may be based inside or outside the EU, to provide information about you and your application.
We might also receive information about you from third parties if you have indicated to such third party that you would like to hear from us.
Why do we collect this information, and what do we do with it?
The main reasons we collect information are to provide support for your career aims and goals, provide employment opportunities, to keep you up to date with news and events, to personalise your communications, to obtain feedback about the services that we provide or to contact you if we need to obtain or provide additional information. The information we collect about our clients also helps us understand how we can best meet their needs.
We will use your information for the purposes listed below either on the basis of:
- the provision of our services to you;your consent (where we request it);
- where we need to comply with a legal or regulatory obligation; or
- our legitimate interests (see below for further information).
Specifically, we use the information we collect from you in the following ways:
To ensure that you are eligible for the charitable services that CivvyStreet provides. As CivvyStreet is funded for charitable purposes by The Royal British Legion, it is regulated by the Charity Commission and clearly defines who the beneficiaries of the service are. Therefore, our registration processes and the personal data that we capture at that time are necessary to ensure the you are an eligible beneficiary and that CivvySytreet complies with the terms of the charitable funding,
To provide help with employment and careers development. We will use your personal information to:
- provide you with a personal online account for skills development and employment support
- provide a range of interactive services tailored to the information you upload e.g. CV Builder, Jobs Board
- enable you to apply for funding under The Royal British Legion’s Employment Support Grant scheme
- keep you up-to-date with news, offers, talks and events, products and information, and let you know about opportunities for funding, training, skills development and employment
To send you careers news and information. We will use your personal information tokeep you up-to-date with news, offers, talks and events, products and information, and let you know about funding, training and employment opportunities to support your career. You can tailor your preferences at any time by logging into the website and visiting your profile.
To manage and respond to your application for funding, if required (on the basis of our legitimate interests to provide you with assistance or where you have provided your consent. Part of the application may include information about your health where it affects your ability to work or provides special circumstances for funding. We will only use this information in relation to your application for funding.
To help you obtain employment following any funding that you have received. If you have been awarded an Employment Support Grant, we may contact you to see if you have completed your training and obtained employment as per your application. The information that you provide is with at that time will be added to your personal record so that we identify additional ways to help and to for our internal analytic measures related to the effectiveness of the funding that is provided.
To use your details as a Case Study. When we contact you and identify that you have successfully obtained employment, we may request your consent to be a Case Study for promotional purposes. This will require a separate, formal consent form which will need to be signed by you along with the additional information that we wish to use for the Case Sturdy, The Consent Form identifies how the information is to be used.
To personalise your experience (on the basis of our legitimate interests to present you with the right kinds of products and services). We will use your personal information to:
- help us target our communications and notification so that they’re more relevant to you. You can opt-out of personalised communications by changing the options in the Contact preferences section of your account when you log on to CivvyStreet.
- keep track of your qualifications, interests and employment preferences so that we can contact you with information that is relevant to you;
- help make the experience of using our website better and to personalise the service you receive from us – this means we will remember your previous visits and track the pages on our website that you visit;
- register other family members to help extend the benefits of the service.
To conduct research (on the basis of our legitimate interests to improve our products, services and customer service). We will use your personal information:
- to analyse and continually improve the services we offer including our interactive services, our website, your use of the services and requirements for additional products or services;
- to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.
To comply with our legal or regulatory obligations. In certain circumstances, we will need to use your information to comply with our legal or regulatory obligations, for example to comply with any court orders or subpoenas, carry out due diligence in accordance with statutory regulations or keep our database accurate and relevant. We may also need to use your information to demonstrate that the beneficiaries of the service are eligible according to the charitable nature of the service that is provided.
To identify individuals for membership (on the basis of our legitimate interests to seek support, promote membership of CivvyStreet to as many eligible beneficiaries as possible and extend the service to family members and colleagues by email or text). We explain this further below.
Where we refer to using your information on the basis of our ‘legitimate interests’, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:
- personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you;
- helping to identify additional beneficiaries, such as family members
- detecting and preventing data breaches;
- validating applications for funding; and
- providing you with customer service.
Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests do not automatically override yours and we will not use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing please refer to the ‘How can you manage your personal information?’ section below.
Where is your information?
We are committed to protecting your personal information. We adopt robust and appropriate technologies and policies to protect it from unauthorised access and improper use and are periodically audited by independent, Third Party security consultants appointed by The Royal British Legion.
All data is stored in our UK Data Centres which is a secure facility with physical access controls and no data is transferred outside of the UK.
How long do we keep your data?
In the event that you do not use the CivvyStreet service for over 36 months, we will de-activate your account. You may re-activate your account by contacting the Help Desk and confirming your identity.
For further information about how long we will keep your information, please contact the Data Protection Manager using the contact details outlined in this policy.
How can you manage your personal information?
When you register on CivvyStreet, you are provided with an online account to help support you in your civilian career. As such, you may continue to use the service indefinitely, although as stated above, we reserve the right to de-activate the account if it has not been used for three or more years.
When you log in with your user credentials, you are provided with your own individual, online account which includes your Personal Profile. This includes a display of the options for notifications and alerts that we provided as well as all the personal information that we hold about you. Simply log into the web site and access your account. You can access and amend the personal information that we hold and you can change the options for notifications and alerts through this interface.
You have certain rights in respect of the information that we hold about you, including:
- the right to ask us not to process your personal data for marketing purposes;
- the right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
- the right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/)
- the right to object to our using your information on the basis of our legitimate interests (refer to “Why do we collect this information, and what do we do with it?” above to see when we are relying on our legitimate interests) (or those of a third party)) and there is something about your particular situation which makes you want to object to processing on this ground;
- the right to receive a copy of any information we hold about you in connection with the performance of our contract with you or on the basis of your consent (or request that we transfer this to another service provider) in a structured, commonly-used, machine readable format, in certain circumstances; and
- the right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.
How to exercise your rights
- You can log into your account to view or change the information that we hold or the options we use to notify you
- Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.
- Emails that are sent to you will include an ‘unsubscribe’ link. Using this link will change the notification options in your personal profile. Please remember that each email may be under a different category of notification and unsubscribing from one category does not mean that you will stop email notifications under different categories.
What we need from you to process your requests
- We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
- You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
- Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your website user account even when you have requested not to receive marketing communications.
Are you under 18?
The service is not available for any individual under 18 to have an online account with us. CivvyStreet is for individuals of working age looking for employment or a career in civilian life. We therefore do not register any information for an individual under the age of 18.