Recruitment Privacy Notice

This Recruitment Privacy Notice explains how your personal data is collected, used, stored and retained when you apply for a role with Cygnet or interact with our recruitment services through join.cygnetgroup.com.

Our recruitment website supports several application routes, including Cygnet Connect, Aplify Easy Apply and our standard online application process. Depending on how you choose to apply, your personal information may be processed through one or more of these services.

This notice explains how we collect, use and protect your personal data throughout your recruitment journey.

For information about how Cygnet processes personal data outside of recruitment, please refer to Cygnet’s wider Privacy Policy.

This Recruitment Privacy Notice applies to all recruitment activity carried out through join.cygnetgroup.com. It replaces separate privacy notices for individual recruitment services by explaining how your personal information is handled across Cygnet Connect, Aplify Easy Apply and our standard online application process within a single document.

Last updated: 26 June 2026

Data Controller

The data controller responsible for your personal data is:

Email: dataprotection@cygnethealth.co.uk

Cygnet is responsible for deciding how your personal data is used throughout the recruitment process.

Where Cygnet Connect or Aplify Easy Apply are used, these platforms process personal information on behalf of Cygnet to support recruitment activities. Cygnet remains the Data Controller for all personal information collected through these recruitment services.

Recruitment services covered by this Privacy Notice

This Privacy Notice applies to candidates using one or more of the following recruitment services.

Cygnet Connect

Cygnet Connect is our talent platform, allowing candidates to:

• Create and manage a personal profile
• Upload and manage their CV
• Search and apply for vacancies
• Receive personalised job alerts
• Save career preferences
• Track and manage aspects of their personal information

If you have a Cygnet Connect account, much of your personal information can be viewed, updated or deleted directly through your account settings.

Aplify Easy Apply

Some vacancies use Aplify Easy Apply to provide a faster application experience.

This application process is supported by Audience Link Ltd using the Aplify platform. Aplify is used to securely capture, store and manage application information on behalf of Cygnet.

Audience Link Ltd acts as a Data Processor on behalf of Cygnet for applications submitted through the Aplify platform.

Standard online applications

Some vacancies direct applicants to Cygnet’s Applicant Tracking System (ATS), including Workday where applicable.

Information submitted through these application routes is processed as part of Cygnet’s recruitment process and managed in accordance with this Recruitment Privacy Notice.

Legal basis for processing

Cygnet processes your personal data under one or more of the following lawful bases.

Performance of a contract

Processing may be necessary to take steps at your request before entering into an employment contract, for example when considering your application for employment.

Legitimate interests

Processing may be necessary for Cygnet’s legitimate interests in managing recruitment activity, reviewing applications, communicating with candidates and improving our recruitment services.

Consent

Where applicable, Cygnet may rely on your consent for specific processing activities, such as contacting you about future vacancies, sending job alerts or keeping your profile within our talent pool. You may withdraw your consent at any time.

Legal obligations

Processing may be necessary to comply with legal obligations, including employment law, safeguarding obligations and regulatory requirements.

Information we collect

Depending on how you use our recruitment services, the information collected may include:

Personal information

• Full name
• Email address
• Telephone number
• Location
• CV and supporting documents
• Cover letter
• Application responses
• Employment history
• Role preferences
• Career interests
• Education, skills, qualifications and certifications
• Job alert preferences
• Any other information you choose to provide as part of your application or profile

Technical information

• IP address
• Browser type
• Device information
• Cookie identifiers
• Website usage information
• Page visits and interactions
• Form submissions
• Recruitment communications

Our recruitment services are not intended to collect special category personal data. However, you may choose to include this type of information within your CV, application responses or supporting documents.

How we use your information

Your personal information may be used for the following purposes.

Recruitment process

To process your application, assess your suitability for current and future vacancies and communicate with you throughout the recruitment process.

Application management

To make your application available to Cygnet’s recruitment team through Cygnet Connect, Aplify Easy Apply or our Applicant Tracking System, depending on the application route used.

Talent management

To create and maintain your talent profile, manage your job alerts, store your career preferences and match you with suitable opportunities where appropriate.

Internal recruitment systems

Where applicable, your information may also be transferred into Cygnet’s internal recruitment systems, including our Applicant Tracking System, to support recruitment activity.

Future opportunities

If you choose to opt in, Cygnet may contact you about similar vacancies or future opportunities. You may opt out of these communications at any time.

Website improvement

To monitor website performance, improve our recruitment services, analyse website usage and maintain platform security.

Legal compliance

To comply with legal obligations relating to recruitment, employment, safeguarding and regulatory requirements.

Applying through multiple recruitment services

It is possible for you to interact with more than one of our recruitment services during your recruitment journey.

For example, you may create a Cygnet Connect account, submit an application using Aplify Easy Apply and later apply for another vacancy through our Applicant Tracking System.

Where appropriate, information may be transferred between these systems to support your application and recruitment journey. This means your information may exist in more than one secure recruitment system operated by or on behalf of Cygnet.

Deleting, exporting or updating your information within one recruitment platform will only apply to the information held within that platform. Where your information has been transferred into Cygnet’s wider recruitment systems as part of the recruitment process, separate records may continue to exist in accordance with our recruitment retention policies and legal obligations.

How Cygnet Connect is used

Cygnet Connect allows candidates to create and manage a personal talent profile, upload CVs, apply for vacancies, receive personalised job alerts and manage aspects of their personal information.

If you choose to create a Cygnet Connect account, your information is securely stored within the platform and made available to authorised members of Cygnet’s recruitment team for recruitment purposes.

You may update your profile, change your preferences or delete your Cygnet Connect account at any time using your account settings.

How Aplify Easy Apply is used

Applications submitted through Aplify Easy Apply are securely captured and stored within the Aplify platform.

Aplify allows Cygnet’s recruitment team to view, manage and process applications submitted through this recruitment route.

If your application progresses, Cygnet may transfer your information into its internal recruitment systems, including its Applicant Tracking System, to support the recruitment process.

If this happens, your information may exist both within Aplify and within Cygnet’s recruitment systems.

Deleting, exporting or updating your data within Aplify Easy Apply will only apply to the information held within the Aplify platform. For wider requests relating to Cygnet Connect, our Applicant Tracking System or any other recruitment records held by Cygnet, please refer to the Managing your personal information section below.

Data retention

We only retain personal information for as long as necessary for recruitment purposes and to meet our legal and regulatory obligations.

Cygnet Connect

Candidate profiles and talent pool information are generally retained for up to 24 months from your last meaningful activity unless you choose to delete your account sooner.

Aplify Easy Apply

Application data submitted through Aplify Easy Apply will typically be retained for up to 12 months from the date of your application or last interaction unless a longer period is required by law or agreed with Cygnet.

Standard online applications

Applications submitted through Cygnet’s Applicant Tracking System are retained in accordance with Cygnet’s recruitment retention policies and legal obligations.

If you are employed by Cygnet, relevant recruitment information may become part of your employee record and retained in accordance with Cygnet’s employee privacy policies.

Data sharing and subprocessors

Your personal data may be shared where necessary with:

• Cygnet’s recruitment and HR teams
• Cygnet Connect
• Audience Link Ltd as a Data Processor
• Aplify Easy Apply
• Cygnet’s Applicant Tracking System, including Workday where applicable
• Trusted cloud hosting and infrastructure providers
• Email and communication providers
• Professional advisers
• Regulatory or legal authorities where required by law

Your personal information will never be sold to third parties.

All third-party providers process personal information under appropriate contractual obligations and are required to maintain appropriate security and confidentiality measures.

International transfers

Candidate information is primarily stored within the United Kingdom or the European Economic Area.

Where personal information is processed or accessed outside the UK or EEA, appropriate safeguards will be implemented where required under applicable data protection legislation.

Data security

Appropriate technical and organisational measures are used to protect your personal information, including:

• Encryption in transit
• Encryption at rest where personal information is stored
• Secure cloud hosting infrastructure
• Access controls limiting access to authorised users
• Role-based permissions
• Secure backups and recovery procedures
• Ongoing platform maintenance, monitoring and security patching
• Data minimisation and regular security reviews

Although we take appropriate security measures, no method of transmitting information over the internet can be guaranteed to be completely secure.

Your rights

Under UK data protection legislation, you have rights in relation to your personal data. These rights may include the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal data, subject to certain conditions
• Request restriction of processing
• Object to certain types of processing
• Request a copy of your personal data in a structured, commonly used and machine-readable format
• Withdraw your consent where processing is based on consent

Cygnet will respond to requests in accordance with applicable UK data protection legislation.

Managing your personal information

The way you manage your personal information depends on which recruitment service you have used.

Cygnet Connect

If you have a Cygnet Connect account, you can view, update or delete much of your personal information directly from within your account settings.

Deleting your Cygnet Connect account will remove the information held within the Cygnet Connect platform. Where information has already been transferred into Cygnet’s wider recruitment systems as part of an application, separate records may continue to be retained in accordance with our recruitment retention policies and legal obligations.

Aplify Easy Apply

If your request relates only to information held within the Aplify Easy Apply platform, you can request a copy of your information or request deletion of your data using the form below.

Deleting, exporting or updating your data using this form will apply only to the information held within the Aplify platform.

If your information has been transferred into Cygnet Connect, our Applicant Tracking System or any other recruitment records maintained by Cygnet, those records will not automatically be updated or removed by an Aplify request.

Requests relating only to Aplify Easy Apply:

Standard online applications

If your request relates to information held within Cygnet’s Applicant Tracking System, previous recruitment records or any other information held by Cygnet outside of Cygnet Connect or Aplify Easy Apply, please contact our Data Protection Officer using the details below.

Cookies, analytics and tracking

With your consent, we use cookies and similar technologies to improve your experience, understand how visitors use our website and measure the effectiveness of our recruitment campaigns.

These technologies may be used to:

• Remember your preferences
• Analyse website performance and user behaviour
• Measure recruitment campaign effectiveness
• Improve our recruitment services
• Support relevant advertising and remarketing activities where appropriate

You can manage your cookie preferences at any time using our cookie settings or through your browser.

Links to other websites

Our recruitment website may contain links to third-party websites.

Once you leave our website, we are not responsible for the privacy practices or content of external websites. We encourage you to read their privacy notices before providing personal information.

Complaints

If you believe your personal data has not been handled correctly, you can contact Cygnet using the details below.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO).

Changes to this Recruitment Privacy Notice

We may update this Recruitment Privacy Notice from time to time to reflect changes in our recruitment services, technology, legal requirements or data handling practices.

The latest version will always be available on this page.

Contact

If you have any questions about how your personal data is handled as part of our recruitment process, or wish to exercise your data protection rights, please contact:

Data Protection Officer
Email: dataprotection@cygnethealth.co.uk