Applicant Privacy Notice

This notice explains how Cauta Solutions Group (“CSG”, “we”, “us”) handles the personal information of people who apply for roles with us. It sits alongside our main Privacy Policy; where the two differ on recruitment, this notice applies. We are the controller of your application data and are registered with Ghana’s Data Protection Commission as a data controller under the Data Protection Act, 2012 (Act 843). You can reach us any time at [email protected].

Last updated: 30 September 2026.

The information we collect

• Contact details: your name, email, phone number, country and location.
• Your application: your CV or résumé, cover note, years of experience, and any LinkedIn or portfolio links you share.
• Anything you upload: supporting documents you attach to your application.
• Our correspondence: messages between you and us about your application.
• If you reach the final stages: the results of the checks we make before an offer, such as your references, a background check, and a copy of your identity and right-to-work documents, and the documents you sign with us.
• Details you enter in a document we ask you to complete and sign online, such as your referees’ names and contact details, an emergency contact, or, once you are joining us, your bank details for payroll. Each document asks only for what that step needs, and what you enter appears in your signed copy. If you give us a referee’s or emergency contact’s details, please let them know.
• Files you upload with those documents, such as a photo or scan of your Ghana Card and of a second form of ID (such as a passport, driver’s licence or voter ID card), and a proof of address (for example a utility bill or tenancy agreement), and your device’s location (GPS coordinates) only if you choose to share it for your address; we keep that location as your own statement, not as proof of where you live.
• Whether you need a permit to work in Ghana, and the number and dates of any permit you already hold.
• If you are not a Ghanaian citizen and we offer you a role: the details and documents we need to apply for your Ghana work and residence permit, such as your passport, a photo, your certificates and a police clearance certificate.

We do not ask for sensitive information (such as health, religion or ethnicity), and we ask that you do not include it in your CV or messages.

How we use it

• To assess your application and decide whether to move forward.
• To contact you, arrange interviews and give you a decision.
• To keep your details on file for future roles, but only if you tick that box when you apply.
• To meet our legal and record-keeping obligations.

We rely on your consent, and on our legitimate interest in recruiting for our team, as the basis for this. We do not use your application for advertising, and we do not sell it.

Who we share it with

• The people on our team involved in hiring for the role. Pre-offer check documents (references, background checks, identity and right-to-work documents) are seen only by our HR team and hiring leads, not by interviewers.
• Service providers who host our systems and help us operate them, under contract and only as needed.
• Cloudflare, which runs a security check (Turnstile) on the application form to confirm a person, not an automated program, is applying. It looks at signals from your browser and device, such as your IP address, and may set a short-lived cookie on its own domain for the check. We receive only a pass or fail result.
• The Ghana Immigration Service and other Ghanaian authorities, only to apply for your work and residence permit if you are not a Ghanaian citizen and you accept our offer.

We do not share your application with recruitment agencies, and unsolicited agency CVs are deleted unread.

Transferring information outside your country

Our platform and the data it holds are hosted on secure cloud infrastructure located outside Ghana. This means the information you share when you apply may be transferred to, stored in and processed in countries other than the one you live in. Wherever it is processed, we keep it protected to the standard described in this notice and take the steps required of us under Ghana’s Data Protection Act, 2012 (Act 843), including putting appropriate contractual safeguards in place with the providers who process it on our behalf.

How long we keep it

• If we do not offer you the role and you did not ask us to keep your details, we delete your application, files included, within six months of the role closing.
• If you ticked the box to be kept on file, we keep your details for up to 24 months, after which we delete them, or sooner whenever you ask.
• If you join us, your application becomes part of your employee record.

How we keep it safe

Access to applications is limited to the hiring team, data is encrypted in transit, and we hold it only as long as this notice allows. Files you or we attach to your application, including pre-offer check documents, are opened only through links that expire after 15 minutes, each opening is recorded, and they are deleted with your application.

Your rights

You can ask us to:

• see the information we hold about you;
• correct it if it is wrong;
• delete it;
• withdraw your consent to us keeping it on file, at any time;
• restrict or object to how we use it.

Exercising any of these is free and will not affect how we treat a current or future application.

How to exercise your rights

Email [email protected], or use the privacy requests process set out in our main Privacy Policy. We respond within 30 days. If you are not satisfied with how we have handled your information, kindly contact us and let us know. If we cannot resolve it, you can complain to Ghana’s Data Protection Commission.

Changes to this notice

We update this notice as our practices change, and the date near the top always reflects the latest version.