Recruitment Privacy Policy
23rd October 2026
Finova Software Ltd (registration number 03178610)
Finova takes its data privacy responsibilities seriously. We respect privacy rights and are committed to managing personal data in a professional, lawful and ethical way.
Personal information is information that can be used to identify an individual either directly or indirectly. This privacy statement explains the types of personal information we process about as part of our recruitment process, how we use it and the rights that individuals have.
If you have any queries regarding this privacy statement or Finova’s use of your personal information, please contact dataprotection@finova.tech.
How do we collect personal data for recruitment purposes?
We collect personal information directly from you during the recruitment process (which can be via an application of our recruitment portal or choosing to “connect with us”), from external recruitment consultants and from employee’s who may refer you for a job vacancy. We may also obtain information from public sources such as LinkedIn and from references that you provide to us.
What personal information do we have?
The personal data we collect for recruitment purposes may include:
Name
Email address
Home address and personal telephone number
Information included in your CV
Employment history
Education and training history
Other experience relevant to your application and the job role
Details of any assessments you have completed as part of the recruitment process
Information collected during interviews, which may include recordings and notes taken using AI
IP address and technical and statistical information relating to the use of the Finova recruitment portal.
We use this Personal Data for Finova’s legitimate interest to grow the Finova business, specifically to assess your suitability for a role.
Additionally, if Finova makes an offer of employment to you, we will also collect the following Personal Data:
Reference information (which may also include personal data belonging to others. You are required to ensure you have the necessary consents prior to providing such reference information)
Passport or other similar proof of identity, and proof of address used for right to work and background checks
Bank details, National Insurance Number, Tax Code, P45 information and other relevant information required for payroll purposes
Emergency contact details
Information required for access to Finova offices
Optionally, you may also choose to provide information to participate in Finova’s benefit offerings, including life insurance and income protection benefits.
This information is collected for background screening, to ensure that Finova is complying with its legal obligations, and to onboard you as an employee.
Finova may separately process the following types of special category Personal Data to meet its legal obligations:
Health and safety information, particularly if required for reasonable adjustments as part of the interview or new joiner process
We may request that you complete a Diversity and Inclusion questionnaire, where you may provide additional information on a voluntary basis (please see further details below).
Who do we share personal information with?
We share recruitment personal information with our affiliates, external recruitment consultants, our recruitment portal provider, HMRC and our payroll provider, Verifile, or similar background check agencies, and other service providers (including e-signature tools, Finova’s HR system, IT providers, facilities management companies, auditors and professional advisers as necessary). If a regulator, government or law enforcement authority asks for personal information, we will provide the information that we are legally required or permitted to provide. We do not sell personal information.
We use AI tools provided by our recruitment portal provider to support our recruitment team. These tools may extract and structure information from your CV and other application materials you provide into your candidate profile, compare your profile against the skills and criteria set for a role to help our recruiters prioritise applications, transcribe and summarise recorded interviews, and help write communications to you. AI outputs are reviewed by Finova recruiters, who make all decisions about your application.
International Transfers
If your application is connected with Finova Technologies Private Limited (Finova’s India entity), your personal data will be transferred internationally to India, subject to and in accordance with the UK Addendum to the European Commission’s Standard Contractual Clauses.
We always strive to process your personal data within the UK, EU or EEA.
However, some of our service providers process your personal data outside of the UK, EU or EEA. We also use suppliers whose parent company, or whose subcontractor’s parent company, is based outside the UK, EU or EEA. In these cases, we have taken into account the risk that the personal data may be disclosed to countries outside the UK, EU or EEA, for example because of an authority request.
In cases where a third-party sub-processor of your personal data is based outside the UK, EU or EEA, this will also mean that your personal data is transferred outside the UK, EU or EEA.
When we, or one of our suppliers, transfer your personal data outside the UK, EU or EEA, we will ensure that a safeguard recognised by the GDPR is used to enable the transfer. We use the following safeguards:
A decision by the EU Commission, as adopted by the UK, that the country outside of the UK, EU and EEA to which your personal data is transferred has an adequate level of protection, which corresponds to the level of protection afforded by the GDPR. In particular, we rely on the EU Commission’s adequacy decision for the US via the so-called EU-US Data Privacy Framework, and the adequacy decision for the UK.
Entering into Standard Contractual Clauses with the recipient of the personal data outside the UK, EU or EEA. This means that the recipient guarantees that the level of protection for your personal data afforded by the GDPR still applies, and that your rights are still protected.
When your personal data is transferred outside the UK, EU or EEA, we also implement appropriate technical and organizational safeguards, to protect the personal data in case of a disclosure.
How long do we keep personal information?
We keep personal data for as long as is necessary to:
assess your suitability for relevant vacancies, although you may request at any time that your profile is deleted and personal data removed from our recruitment portal; and
comply with our legal, tax, accounting, and other regulatory or reporting obligations or to assert or defend against legal claims or to enable us to enforce or exercise our rights.
Diversity and Inclusion information
As part of the recruitment process we may ask you to complete a Diversity and Inclusion questionnaire. The questionnaire is strictly confidential entirely voluntary and will not impact the evaluation of your suitability for the role under any circumstances. Your answers may include special category or sensitive personal data such as age, ethnicity, religious beliefs, gender, sexual orientation, health and disability information and similar information (“D&I Data”). Finova collects D&I Data in order to meet its diversity and inclusion aims, specifically to promote diversity across our workforce. You will be asked for your consent for Finova to collect this information, which you may then continue to populate in the online form. Upon submission, D&I Data will promptly be anonymised to ensure that you are no longer identifiable in any analysis or review of the D&I Data. You may withdraw your consent at any time prior to anonymisation, following which it will be impossible to extract your personal data from any other anonymised submission.
Cookies
When using Finova’s recruitment portal, you will be given the option to consent to cookies. Please refer to the cookies policy for more details.
Your legal rights
You have certain legal rights regarding your personal data processed under this Recruitment Privacy Policy. You may:
obtain a copy of the information we hold about you;
correct any inaccurate information we hold about you;
have your personal information erased where there is no longer justification or separate legal basis for Finova to retain it;
restrict the processing of your personal data in certain circumstances;
port and reuse your personal information for your own purposes;
withdraw consent to the processing of your information, where the legal basis for processing arises from you consent; and
complain about the handling of your personal information.
If you would like to make a complaint about our use of your personal information please send details of your complaint, including the personal information it relates to, to dataprotection@finova.tech. We will investigate your complaint and respond as soon as we can, and within any statutory timeframes. If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner’s Office (www.ico.org.uk) or your national data protection authority.
Contact us
You can contact us about privacy matters by emailing dataprotection@finova.tech
Data Protection Officer
Finova is headquartered in London, United Kingdom. Finova has appointed an internal Data Protection Officer for you to contact if you have any questions or concerns about this policy or the way in which we are handling your data. The contact information for the Finova Data Protection Officer is as follows:
Data Protection Officer
Finova
6th Floor, Commodity Quay
London
United Kingdom
E1W 1AZ
dataprotection@finova.tech
Changes to our Privacy Statement
Finova reserves the right to amend this Recruitment Privacy Policy at any time, for any reason, without notice to you, other than the posting of the amended Recruitment Privacy Policy on this {site}.
