Privacy Policy for Job Applicants

1. Introduction

This privacy policy explains how Facilities and Cleaning Ltd T/A Citrus Facilities Management (“we”, “our”, “us”) collects, uses, and protects your personal data during our recruitment process. We are committed to safeguarding your privacy and ensuring that your personal information is handled securely and in accordance with data protection laws.

2. Who we are

Facilities and Cleaning Ltd T/A Citrus Facilities Management
City Buildings
Lake Road
Portsmouth
PO1 4BD

3. What personal data we collect

We may collect and process the following types of personal data during the recruitment process:

Name, address, telephone number, and email address
Date of birth
CV details (including education, work history, qualifications, skills)
Right to work documentation (e.g. passport, visa, residence permits)
References and referee contact details
Interview notes, assessments, and test results
Background check information (where applicable)
Any other information you voluntarily provide during the application process

4. How we collect your data

We collect personal data:

Directly from you (e.g. via application forms, CVs, cover letters, emails, interviews)
From recruitment agencies or job boards where you applied
From referees, background check providers, or publicly available sources (where relevant)

5. Why we process your data

We use your personal data for the following purposes:

To assess your suitability for employment
To communicate with you during the recruitment process
To verify your information (including carrying out reference and background checks where appropriate)
To comply with legal and regulatory obligations

Our lawful bases for processing your data include:

Taking steps prior to entering into a contract
Compliance with our legal obligations
Our legitimate interest in managing a fair and effective recruitment process

6. Who we share your data with

Your data may be shared with:

Recruitment agencies acting on our behalf
Background screening providers
Referees you have provided
Regulatory bodies or government agencies where required by law

We require all third parties to respect the security of your data and to process it in accordance with the law.

7. How long we keep your data

If your application is unsuccessful, we will retain your personal data for up to 12 months after the end of the recruitment process, unless you request that we delete it sooner. If you are hired, your data will become part of your employee record and be retained in line with our staff privacy policy.

8. Your rights

You have rights under data protection law, including to:

Request access to your personal data
Request correction or updating of inaccurate or incomplete data
Request deletion of your personal data (where appropriate)
Object to or request restriction of processing
Lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data

9. How we protect your data

We take the security of your personal data seriously. We have put in place appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, alteration, or disclosure.