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At Civica we take privacy seriously and we are committed to protecting and respecting your privacy. This Privacy Notice sets out how we use and protect your personal information when you visit the Civica web site. It does not apply to web sites that you may be able to access via links from our web site and you should ensure that you review any relevant policies on any third party sites before proceeding.


What information do we collect from you?

While visiting the web site you may remain anonymous. Although you do not give any personal information whilst remaining anonymous, Civica collects details of your visit including the type of device, browser and operating system that you use to access the web site, the time and duration or your visit, the pages you access and your journey to, through and from the web site. We may place ‘cookies’ in your browser to remember your visit and your preferences which helps us to personalise your next visit.

We only collect basic personal information from you on our web forms, which is limited to: first name, surname, organisation, job title, email address and telephone number (where a call back has been requested).


Why do we collect this information?

We collect details of your visit because it helps us to ensure that the web site is effective in providing you with relevant information and to understand visitor patterns and preferences to improve the quality of the visitor experience when you are on our website.

We may need your personal information to respond, for example if you have submitted an enquiry. It also enables us to contact you from time to time in regard to the products & services we provide if we believe these are of interest to you and your organisation. You will always have the right to decide not to receive such marketing information from us by using our Preference Centre or emailing us at marketing@civica.co.uk


Who else might we share your information with?

Occasionally we may share data with one or more of our marketing partners. These partners support our marketing team with tasks such as event registration (third parties sometimes manage registration for Civica events) and email or telephone marketing (third parties sometimes support work on marketing promotions). They will not retain your data once any project is completed. In certain limited areas of our business we may sub-contract email marketing to a US-based agency which adheres to the Privacy Shield principles and maintains certification.

Our customer relationship management (CRM) and marketing automation systems are operated as a service by third parties. Civica has client service agreements with those providers which meet appropriate data protection requirements and we will use appropriate technical and organisational measures to safeguard data. Data may be transferred to Civica Group companies outside of the EEA for administrative purposes, for which we again have appropriate data protection policies and will use appropriate organisational measures to safeguard data.


What do we do with your information? 

Your information will be shared internally. If you have submitted an enquiry form we will route your information via email to the appropriate department to provide a response and will use the information you provide only for the purpose of responding to your enquiry. If you have shown interest in content on our website we store your information in our customer relationship management (CRM) system. We discover from your website visit or opened emails which products & services are of interest to you, and we use this knowledge to contact you about products & services which will be of interest. This may include automated profiling, however we do not currently carry out decisions based solely on automated processing.

We take the security of your personal information seriously and have internal policies and controls in place to protect against accidental, unlawful or unauthorised loss, misuse, alteration or destruction. Only authorised employees of Civica and our third party partners are provided access to personal data and these employees and third party providers are required to treat this information as confidential.



Civica may use first party or third party cookies and other similar technologies (collectively “Cookies and Other Tracking Technologies”) to identify you and your interests, to remember your preferences and to track your use of our web site. We also use Cookies and Other Tracking Technologies to protect the web site and to process requests made of us. Cookies do not contain any personal information about you, however if you do not wish us to use this information you may set up your web browser to reject and/or refuse cookies when first using the web site.


How long do we keep hold of your information?

We retain your data in our system(s) for two years following the last contact from you. If there has been no obvious engagement with you in regards to our marketing communications, then after two years we will remove all your details (please note any data recorded in our email system is retained therein for seven years). You always have the right to unsubscribe to any of our marketing communications, for which a link is provided within the footer of our marketing emails. 


How can I access the information you hold about me?

The information we hold on you can be accessed by going to our preference centre. There, you can update your details to ensure you continue to receive targeted communications from Civica or you can unsubscribe to some or all communications. If you unsubscribe to all mailings your email address will be added to a ‘do not contact’ list, to ensure we adhere to your request not to be contacted. The preference centre also allows you to select the type of communications you would like to receive from us (e.g. product updates, User Group invitations, newsletters, etc.). 

If you have any queries about the privacy of your information, or if you want us to remove all your information (right to erasure), please contact our Data Protection Officer (DPO), as below.

Data Protection Officer 
Email: DPO@civica.co.uk 
Telephone: +442234682130 


Civica reserves the right to modify this Privacy Notice. We will post any changes to our Privacy Notice on this page. Please check this page regularly to keep up-to-date.

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