Careers at Veriforce

Introduction

This privacy notice sets out how the Veriforce group of companies (together, “Veriforce” or “the Group Companies” or “we” or “our” or “us”) will use your personal data if you apply for a job opening with our company or register your interest in future openings.

Veriforce is committed to protecting your privacy. This privacy notice explains how the Group Companies use any personal information that we may collect about you when you complete a Veriforce recruitment job application (including any other online forms we may introduce as part of the recruitment process) (“Recruitment Forms”), and when you interact with us during the recruitment process. This personal information will be uploaded to our internal Applicant Tracking System (“ATS”) so that we can track your application. It may also be downloaded and shared internally on a need to know basis for the purposes of the recruitment process.

There is a lot of information outlined in this document, but as part of our commitment to your privacy, we want you to be fully informed about your rights and how we use your data.

Should we ask you to provide certain information by which you can be identified during the recruitment process, then you can be assured that it will only be used in accordance with this privacy notice. We may change this privacy notice from time to time and will update this page accordingly. We will notify you of any significant changes, but you are welcome to come back and check it whenever you wish.

When you provide us with your personal information, the Veriforce Group Company to which you apply, or which is responsible for the relevant vacancy, is the data controller or equivalent responsible organisation under applicable privacy law.

This privacy notice applies to applicants who apply for roles with Veriforce in the UK, EEA, Canada and the USA, and to personal information processed by the relevant Veriforce Group Company in connection with recruitment. Where local law gives applicants additional rights or requires more specific information, the relevant local provisions in this notice apply in addition to the general sections.

DPO/Privacy Contact

In the UK, we have appointed a voluntary data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact our DPO at dpo@veriforce.com.

For applicants located in Canada, the DPO also acts as our designated privacy contact for the purposes of applicable Canadian privacy laws. Requests relating to your personal information may be submitted to dpo@veriforce.com.

For applicants in the USA, requests related to your personal information may be submitted to privacy@veriforce.com. You may also reach us by mail at the address below. If you send us a letter, please provide your name, address, email address, and detailed information about your question, comment, or complaint and relationship with us.

1575 Sawdust Road, Suite 600,
The Woodlands, Texas 77380, US
1 (800) 673-1283 (Toll-free 24/7 privacy line)

We take privacy-related concerns seriously and will investigate complaints regarding our handling of personal information. We encourage you to contact us first so that we can attempt to resolve your concerns.

You also have the right to lodge a complaint with a data protection or privacy regulator. This may be in the jurisdiction where you reside, where you work, or where you believe a breach of applicable data protection laws has occurred.

If you are based in the UK, you may contact the Information Commissioner’s Office (ICO).

If you are based in Canada, you may contact the Office of the Privacy Commissioner of Canada (OPC).

If you are based in the USA, you may contact the Federal Trade Commission (FTC) or an applicable state privacy regulator where relevant, such as the California Privacy Protection Agency (CPPA) for California privacy matters.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 14 August 2026. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Access to the Application Form

The Recruitment Forms may be accessed via an advertising platform or the Group Companies’ website company vacancies pages.

The data we collect about you

We may collect, use and store personal data, or personal information, which means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect this information about you when you input it into any recruitment application forms or provide it to us directly through other means (e.g. email, telephone, post). Such information may include: your full name, home address, contact number, email address, date of birth, together with any further information you may provide on or as part of a CV or as part of your cover letter, e.g. personal photograph, records and certificates of education.

We may on occasion collect, use and store specific ED&I data relating to sexual orientation, gender orientation, ethnic origin, religious beliefs, disability and veteran status. This information is collected solely for equality, diversity and inclusion monitoring purposes and will not be used to make recruitment decisions. Where required by law, this information will be collected on the basis of your consent and/or another lawful basis permitted under applicable employment and data protection legislation.

We may also collect personal information about you from third parties where permitted by law, including recruitment agencies, publicly available professional networking sites, referees, background screening providers and previous employers (where appropriate and authorised).

If you fail to provide personal data

If you fail to provide personal data when requested, we may not be able to consider your application for an employment position. In this case, we may be unable to proceed with your application. We will notify you if this is the case at the time.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

- Where we need to perform the contract we are about to enter into with you (i.e. employment contract);

- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;

- Where we have your consent to do so;

- Where we need to comply with a legal or regulatory obligation.

Purposes for which we will use your personal data

We need the information as set out above primarily to allow us to:-

- Engage in an interview process and make a decision about your recruitment or potential appointment;

- Determine the terms of your potential employment;

- Check you are legally entitled to work in the country of your application;

- Administer the employment contract we may later enter into with you; and

- Monitor equal opportunities.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground(s) we are relying on to process your personal data where more than one ground is applicable as set out in the table below.

Marketing and Opt Out

We do not undertake marketing, promotions or competitions using your personal information collected via the application process. We may use your contact details to match you to future vacancies and to let you know about such vacancies where you have requested this, consented to this, or where otherwise permitted by applicable law. You can instruct us not to use your contact details for this purpose at any time.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you require an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with the following parties for the purposes set out above:

- Group Companies acting as joint controllers or processors in respect of which you are applying for an employment position and/or which provide IT, finance, HR and/or system administration services.

- External third parties including:

- Potential service providers acting as processors who provide internal IT and system administration services.

- Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide legal, insurance and accounting services.

- Regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.

- Third parties to whom we may choose to sell or merge parts of our business. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

- Our background check providers (as may vary from time to time) to conduct necessary background checks and identity verification as a condition of employment.

- Our occupational health service providers (as may vary from time to time) to conduct an online occupational health assessment, which remains confidential and is to ensure that we can make any reasonable adjustments for you.

- We may request that you register with our external service provider (as may vary from time to time) in order to undertake a behavioural assessment or PPA report via their website.

International Data Transfers

As a global organisation, we may transfer, access, store or process your personal information in countries outside the country in which you reside.

Where personal information is transferred internationally, we will implement appropriate safeguards as required by applicable law, including contractual protections, adequacy regulations, standard contractual clauses or other approved transfer mechanisms.

For applicants located in Canada, where personal information is transferred, accessed, stored or processed outside your province or outside Canada, we will implement appropriate safeguards in accordance with applicable Canadian privacy laws. Your personal information may also be subject to the laws and lawful access requirements of the relevant jurisdiction.

For applicants located in the UK or EEA, where personal information is transferred internationally, we will implement appropriate safeguards in accordance with applicable data protection laws.

For applicants located in the USA, your personal information may be transferred, accessed, stored or processed outside the state in which you reside or outside the USA. As a result, it may be subject to the laws of the jurisdiction where it is processed, including lawful access requests by courts, law enforcement, regulators or other public authorities.

Automated Decision Making

We do not ordinarily make recruitment decisions based solely on automated processing, including profiling, which produces legal or similarly significant effects concerning you.

If we introduce such processing in future, we will provide additional notice and information regarding your rights where required by applicable law.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They are subject to a duty of confidentiality. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We will generally retain candidate application records for up to 12 months from the conclusion of the relevant recruitment process unless:

- a longer retention period is required by law;

- retention is necessary for the establishment, exercise or defence of legal claims;

- you consent to remain within our talent pool for future opportunities; or

- applicable law permits or requires a different retention period.

Details of retention periods for your personal data are available on request by contacting us or via the ‘Manage my Data” section in our ATS.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances, you have legal rights in relation to your personal data, including:

- Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

- Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where: (a) there is no good reason for us continuing to process it; (b) you have successfully exercised your right to object to processing (see below); (c) where we may have processed your information unlawfully; or (d) where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

- Object to processing of your personal data where we are relying on a legitimate interest (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 as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

Jurisdiction-specific Information

Additional Information and Rights for Applicants in Canada

If you are located in Canada, we collect, use and disclose your personal information for purposes that a reasonable person would consider appropriate in the circumstances, including managing your application, assessing your suitability for employment, communicating with you, verifying information you provide, conducting checks where permitted by law, complying with legal obligations, and administering our recruitment processes.

We will collect personal information directly from you where practical. We may also collect information from third parties, such as recruitment agencies, referees, previous employers, background screening providers, professional networking sites and publicly available sources, where permitted by law and where relevant to the recruitment process.

Subject to applicable law, Canadian applicants may have rights to access their personal information, request correction of inaccurate personal information, withdraw consent where processing is based on consent, obtain information regarding the use and disclosure of their personal information, and submit complaints regarding our privacy practices.

If you are located in Quebec, additional requirements may apply under Quebec privacy law. These may include requirements relating to transparency, privacy impact assessments for certain transfers or technology projects, the use of automated decision-making, cross-border disclosures, and individual rights such as access, rectification, withdrawal of consent and portability where applicable.

If you are located in Alberta or British Columbia, provincial private-sector privacy legislation may apply to certain recruitment-related processing in those provinces. Where provincial law applies, we will handle your personal information in accordance with the applicable provincial requirements.

Additional information for applicants in the USA

If you are located in the USA, this notice applies to the personal information we collect about you in connection with recruitment and hiring. Depending on the state in which you reside, you may have additional privacy rights under applicable state privacy laws. These may include rights to request access to, correction of, or deletion of personal information, to receive information about the categories of personal information we collect and disclose, and to opt out of certain uses or disclosures where applicable.

For California applicants, the categories of personal information we may collect include identifiers and contact details, application and recruitment information, employment and education history, references, interview notes, background screening information where permitted by law, work authorisation information, internet or network activity relating to our careers site, and any sensitive personal information you choose or are required to provide for legally permitted recruitment purposes. We use this information for the recruitment, assessment, hiring, compliance, security, and record-keeping purposes described in this notice.

We do not sell applicant personal information or share it for cross-context behavioural advertising. We may disclose applicant personal information to Group Companies, recruitment platforms, background screening providers, professional advisers, IT and cloud service providers, regulators, law enforcement authorities, and other third parties where necessary for the purposes set out in this notice or as otherwise permitted or required by law.

Where we collect sensitive personal information, we will use it only for recruitment, legal compliance, accommodation, security, background screening, equality monitoring, or other permitted employment-related purposes, and not to infer characteristics about you except as permitted by law.

No fee usually required

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.

What we may need from you

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 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 contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We 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.

If you wish to exercise any of the rights set out in this privacy notice, please contact us.

Lawful purposes and legal basis

The below explains the purposes for which we process your personal information during the recruitment process and the legal bases on which we rely to do so. We will only process your personal information where permitted by applicable data protection laws.

Purpose: Managing your application and assessing your suitability for employment, including interviews and recruitment decision.
Legal Basis: Taking steps prior to entering into an employment contract; Legitimate interests.

Purpose: Communicating with you and administering the recruitment process.
Legal Basis: Taking steps prior to entering into an employment contract; Legitimate interests.

Purpose: Carrying out identity, right to work, background and other checks required for recruitment.
Legal Basis: Legal obligation; Legitimate interests.

Purpose: Complying with legal requirements and establishing, exercising or defending legal claims.
Legal Basis: Legal obligation; Legitimate interests.

Purpose: Retaining your details and contacting you about future opportunities.
Legal Basis: Consent and/or Legitimate interests.

For applicants in the UK, EU or EEA, where UK GDPR or EU GDPR applies, the lawful bases identified in this notice apply to our processing activities.

For applicants in Canada, we collect, use and disclose personal information for reasonable purposes connected with recruitment, employment administration and compliance with legal obligations. Where required by law, we obtain consent for the collection, use or disclosure of personal information.

For applicants in the USA, we process personal information for the recruitment, hiring, employment administration, compliance, security, background screening, accommodation, record-keeping and other employment-related purposes described in this notice. Where state privacy laws apply, we process applicant personal information for purposes that are reasonably necessary and proportionate to those purposes, or as otherwise permitted or required by applicable law.