Privacy policy

CAPP (Careers and People’s Progression) is a careers community that runs events and panels with industry professionals. We are the controller of the personal information described here, which means we decide how and why it is used. [CONFIRM LEGAL NAME AND STATUS OF CAPP]

Questions about this policy or your information: [CAPP CONTACT EMAIL].

It covers information you give us when you apply for an ambassador or committee role, and, in section 10, what happens when you simply visit this website. It does not cover WhatsApp, which has its own privacy policy.

Depending on the role, we may collect:

• Contact details: your name, email address and [WHATSAPP / PHONE NUMBER].
• Background: your university, course and year of study.
• The role and subject you are applying for (Tech, Business & Finance, Engineering or Law, or a committee role).
• Your answers: why you want the role, your experience and your availability.
• Anything you choose to attach or link, such as [CV / LINKEDIN PROFILE].
• If you are shortlisted: notes from your interview and how we scored it.
• The outcome of your application and any feedback we give you.

We only ask for what we need to choose people fairly. Please do not include sensitive details (such as health, religion or ethnicity) unless a question asks for them and explains why. [CHECK THIS LIST AGAINST THE REAL APPLICATION FORM BEFORE PUBLISHING]

Directly from you: through our application form ([GOOGLE FORM / OTHER]), by email or message if you get in touch, and during interviews. Interview notes are written by the committee members who speak to you.

We use applicant information to:

• Read and compare applications fairly.
• Contact you and arrange interviews.
• Keep a record of how decisions were made.
• Set up the people we appoint, for example adding them to team chats and handover materials.
• Answer your questions about your application.

Our lawful basis is legitimate interests: we need this information to run volunteer roles fairly, and we have weighed this against your rights. Where we ask for something extra, such as showing your name, photo or bio on the Team or subject pages, we ask for your consent separately. You can withdraw it at any time.

• Only the committee members involved in selection ([E.G. DIRECTORS AND THE RELEVANT SUBJECT LEAD]).
• Our tools, such as [GOOGLE WORKSPACE] for forms and spreadsheets. These providers process information on our behalf.

We do not sell your information, and we do not share it with employers, universities, sponsors or speakers. We may disclose it if the law requires us to.

• Unsuccessful applications: deleted within [X MONTHS] of the decision.
• Successful applications: kept while you hold the role and for [X MONTHS] after you step down.
• After that we may keep a minimal record (your name, role and dates) so future teams have a handover trail. [CONFIRM]
• Withdrawn applications: deleted when you ask.

If your name, photo or bio appears on the website, we remove it within [X DAYS] of you leaving the role or asking us to.

Application information is stored in [GOOGLE WORKSPACE — CONFIRM]. Access is limited to the named committee members who need it, and [WE REVIEW WHO HAS ACCESS AT THE START OF EACH TERM].

Our providers may process data outside the UK. Where they do, the safeguards required by UK law apply. No system is completely secure. If a breach puts your rights at risk, we will tell you and the Information Commissioner’s Office (ICO) where the law requires it.

Under UK data protection law you can ask us to:

• Give you a copy of the information we hold about you.
• Correct anything that is wrong.
• Delete your information.
• Restrict how we use it, or object to us using it.
• Give you your information in a portable format.
• Stop using it where we rely on your consent.

Email [CAPP CONTACT EMAIL] and we will reply within one month. There is normally no charge. If you are unhappy with how we handle your information, you can complain to the ICO at ico.org.uk. We would appreciate the chance to put things right first.

This website has no accounts or logins, and it does not ask visitors for personal information. [CONFIRM: WE DO NOT CURRENTLY USE ANALYTICS OR ADVERTISING COOKIES. IF THIS CHANGES, UPDATE THIS SECTION BEFORE SWITCHING THEM ON.]

Our hosting provider may log technical details such as your IP address to keep the site running and secure. Links to WhatsApp, Google, social media and other sites take you to places with their own privacy policies.

We will update the date at the top when we change this policy. If a change affects people with a live application, we will tell them directly.

Email [CAPP CONTACT EMAIL] for anything in this policy, including requests to see or delete your information.