Recruitment Privacy Notice - UK, EU, APAC and Bermuda
This privacy notice is to let you know how we use the information collected about you during the recruitment process only. If you are successful, you will receive the Canopius Employee Privacy Notice describing how we will process your personal information.
Who we are
We are Canopius Group Limited (“Canopius”) which is domiciled in Jersey and operates in Australia (please see Australia Privacy Notice | Canopius), Bermuda, Singapore, the UK, the US, Malaysia (Labuan) and China (through Lloyd’s China). The Canopius group is made up of a number of trading companies and is supported further by its service companies, including Canopius Services Limited. For more information, please visit our website at www.canopius.com.
Our UK entity Canopius Managing Agents Limited is registered with the Information Commissioner’s Office, registration number Z5406784. Our contact details are listed below in ‘how to contact us’.
This Privacy Notice explains how we use any personal information we collect about applicants (“you” or “your”) when applying for a position at Canopius.
In this Privacy Notice, references to “we” “us” and “our” mean Canopius Group Limited. We provide employment opportunities that can be sought directly with us or through an employment agency, acting on your behalf.
Topics:
- What information we collect about you
- How we collect your information
- How we use your information
- Legal grounds for processing your data
- Who we share your data with
- How long we keep your information
- International transfers of your data
- How we keep your information secure
- Automated decision making, profiling and Artificial Intelligence
- Your rights relating to your personal information
- Your right to lodge a complaint
- How to contact us
- Changes to our privacy notice
What information do we collect about you
So that we can consider you for the position you have applied for, we may collect the following information.
- Individual Details: such as your name, address, date of birth, email address and phone number.
- Identification Details: E.g. Identification numbers issued by government bodies or agencies, such as your national insurance number, passport number, tax identification number and driving licence number;
- Employment information: such as current and previous employment details (including your current salary and notice period), details of your right to work in the country where the job vacancy is based, details of any directorships held and similar positions listed on Companies House, a copy of your current CV, and a covering letter. Reference checks with your past and present employers may also be undertaken.
- Financial information: such as your credit history, details of any bankruptcy and CCJs, current salary and the salary you expect to receive in a new role.
- Education information: e.g. your education history, professional qualifications and any ongoing study.
- CCTV data: for example if you attend our offices for an interview.
- Health and disability data: for example if you tell us about a health condition or disability which is relevant for us to make adjustments to the interview process.
- Financial Sanctions and Anti-Fraud information: we may collect and process data necessary to conduct checks against financial sanctions lists and to assess potential fraud risks, in line with our legal obligations and internal compliance policies.
- Criminal background data: details of any previous or pending convictions. If you are based in the UK, checks will be made with the Disclosure and Barring Service (DBS).
- Publicly available data: such as social media content, media information.
- Technological Data: such as information about your device IP address, browser configuration, geolocation and other technical information about how you react with specific pages on our website. For more information please review our Cookies Policy.
- Equality, Diversity and Inclusion data: We may also collection optional information relating to your ethnic background, age, nationality, gender, religion, marital status, sexuality, details of any disabilities you have, and socio-economic factors (such as whether you were eligible for free school meals, the type of school you attended and the occupation of the main earner in your household when you were 14).
- Survey Information: If you are successful, we may send you a survey asking about your recruitment experience.
How we collect your information
We may collect information about you from various sources, including:
- Directly from you – for example, when you complete an application form on our website, send us an email, speak to us by phone or directly at an event.
- From Third Parties – for example recruitment agencies, your employer or previous employer, current or previous educational institutions and professional bodies; credit-reference agencies; anti-fraud databases, sanctions lists, court judgments and other databases that are available to the public; government agencies such as the DVLA, Disclosure and Barring Service (DBS) and HMRC; the open electoral register; referees provided for references; our third party providers specialising in background screening.
- Information collected from your devices – for example through interactions with our website or through Cookies technology. You can find out more in our Cookies Policy.
How we use your information
We collect your information as part of our recruitment process which may lead to us creating a contract between you and us if we offer you a position at Canopius.
Your information is used to assess and administer your application for employment at Canopius. We may use your data for:
- Contacting you as a potential candidate;
- Conducting interviews;
- Assessing the suitability of you as a potential candidate;
- Pre-employment screening: prior to commencement of any employment, we conduct background checks, via a third-party specialist provider. Criteria would include right to work in the country where the job vacancy is based, proof of current address, criminal activity, current and previous employment (including directorships and similar positions listed on Companies House), academic verification, international sanctions and credit history. Reference checks with your past and present employers /your places of work or education will be also be undertaken;
- Preparing your employment contract for signature;
- Onboarding you and sending out your welcome information as part of your Canopius induction;
- Creating records in HR and recruitment systems;
- Monitoring and reviewing Canopius resourcing practices; and
- Producing reports using information with any details that could identify people removed to monitor equality, diversity and inclusiveness in the recruitment process.
Legal grounds for processing your data
We rely on the following legal bases for processing your personal data:
| Region | Legal grounds |
|---|---|
| UK and Europe |
|
| Bermuda |
|
| Australia |
|
| Singapore |
|
In exceptional cases, we may process your data for the protection of a vital interest of yourself or another person.
Who we share your data with
We may share your information with the following.
- Third parties who supply services to us or process information on our behalf (for example, the company providing the recruitment website or carrying out background checks). We will make sure that they keep your information secure and do not use it for purposes other than those set out in this notice.
- Other companies in the Canopius group so they can help us manage your application.
We will share your information if we have to share it by law. We may share your information with enforcement authorities if they ask us to, or with a third party if this is necessary because of actual or threatened legal proceedings, as long as we can do this without breaking data protection laws.
How long we keep your information
If you are unsuccessful, we will keep your information for 18 months from the date you submit your application.
If you accept a job offer from us, we will keep relevant information from your recruitment in your personnel file which we will retain for 7 years after the termination of your employment with us.
International transfers of your data
We, or third parties acting on our behalf, may need to conduct an international transfer of your information as part of our recruitment process. We make sure your information and privacy rights are protected when we carry out a transfer by ensuring adequate safeguards are in place. For example by including restrictions in the contracts we have in place with the organisation receiving or processing the data.
If you would like further information about data transfers and the safeguards we have put in place, please email us at privacy@canopius.com.
How we keep your information secure
We are committed to keeping your personal information secure. We have put in place physical, electronic and operational controls to protect the information we collect and keep it secure. By law, all our staff must respect the confidentiality of the information we collect, and access to confidential information is restricted to only those who have a reasonable need to see it.
Automated decision making, profiling and Artificial Intelligence
We may from time to time process your personal information in an automated way where this is necessary in relation to your recruitment, for example as part of our initial automated screening process.
If you do not agree with the result, you have the right to request that we perform a manual reassessment using the same information that you originally provided and any additional information you feel is relevant. If you wish to do so, please contact HR Services or privacy@canopius.com.
Your rights relating to your information
If you are based in the UK or EU, you have the following rights relating to the information we collect about you.
- Right of access – You have the right to make a written request for details of the personal information we hold about you, and to receive a copy of that personal information.
- Right of rectification – You have the right to have any inaccurate information about you corrected or removed from our records.
- Right to erasure (‘right to be forgotten’) – You have the right to have certain personal information about you deleted from our records.
- Right to restriction of processing – You have the right to ask us to stop using or suppress the use of your data in certain circumstances;
- Right to object – You have the right to object to us processing your personal information in certain circumstances.
- Right to data portability – If you have given us personal information that we store electronically, you have the right to ask us to transfer that information to you or someone else in a format that can be read by computer.
- Automated decision making and profiling – You have the right not to be subject to a decision using your personal information which is based solely on automated processing (without human involvement) where that decision produces a legal effect or significantly affects you.
- Right to withdraw consent – if we have asked for your consent to use your personal information, you are free to withdraw your consent at any time.
If you are based outside of the UK or EU, these rights apply where required by local law. We will inform you which rights apply to you when you make a request.
If you want to exercise any of your rights, our contact details are given below in the ‘how to contact us’ section.
Your right to lodge a complaint
If you are not satisfied with our use of your personal data, our response to any request by you to exercise any of your rights, or if you think that we have breached the data protection legislation then you have the right to complain to us and relevant the regulator/supervisory authority.
If you would like to make a complaint to us, please contact privacy@canopius.com.
If you would like to make a complaint to the regulator, the contact details are as follows:
| Region | Regulator |
|---|---|
| UK | Information Commissioner’s Office (“ICO”) Website: www.ico.org.uk |
| Europe | A list of EU Supervisory Authorities can be found here. |
| Bermuda | Office of the Privacy Commissioner for Bermuda (“PrivCom”) Website: https://www.privacy.bm |
| Australia | Office of the Australian Information Commissioner (“OAIC”) Website: https://www.oaic.gov.au |
| Singapore | Personal Data Protection Commission (“PDPC”) Website: https://www.pdpc.gov.sg |
How to contact us
If you have any questions about how your personal information is used, please feel free to contact us at privacy@canopius.com.
Write to:
Group Data Protection Officer
Floor 29, 22 Bishopsgate
London
EC2N 4BQ
UK
Changes to our privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated December 2025.
