Civil CFO – Candidate Privacy Notice

Civil CFO ("we," "us," or "our") respects your privacy. This Privacy Notice explains how we collect, use, store, and protect personal information you provide to us — or that we obtain about you — in connection with our recruitment process.

We use Pinpoint, a recruitment software product provided by The Infuse Group Ltd, to manage our hiring process. Pinpoint processes personal information on our behalf as a service provider, and only in accordance with our instructions.

This Notice applies to candidates who apply to or are considered for roles at Civil CFO. It supplements the general Privacy Notice on our website.

1. Information We Collect

Information you provide to us:

Information submitted through your application (online, by email, in person, or by any other method), including your name, contact information, address, employment history, education, qualifications, skills, work authorization status, and any other information you choose to provide.
Information shared during interviews, assessments, or other interactions during the recruitment process.
Any correspondence you have with us.

Information we collect automatically:

Information about your visits to our careers page, including IP address, device and browser information, pages viewed, and referring sites.

Information from third-party sources:

Pinpoint may help us link the information you provide with publicly available information about you (e.g., LinkedIn profiles, other professional or social media profiles).
Pinpoint's sourcing tools may surface your publicly available profile to us as a potential candidate for an open role.
If we engage a third-party background check provider, they will collect additional information from you only with your separate written authorization, as required by the Fair Credit Reporting Act (FCRA) and applicable state laws.

2. How We Use Your Information

We use the information we collect to:

Evaluate your application for the role you applied for.
Consider you for other open or future roles that may be a fit.
Communicate with you about your application, interviews, and the recruitment process.
Schedule and conduct interviews and assessments.
Verify information you have provided and conduct reference checks.
Comply with our legal, regulatory, and recordkeeping obligations (e.g., EEOC recordkeeping requirements).
Improve our recruitment process and the services Pinpoint provides to us.

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

3. SMS / Text Messaging

We may send text messages (SMS) to the mobile number you provide for purposes related to your application — for example, application status updates, interview scheduling, and onboarding communications.

Message and data rates may apply.
Message frequency varies based on your application activity.
You may opt out at any time by replying STOP to any message. Reply HELP for assistance.
Your mobile number and any SMS consent you provide will not be sold or shared with third parties or affiliates for marketing purposes.

4. Automated Tools in Sourcing and Screening

We may use Pinpoint's automated tools to help identify candidates and organize applications based on criteria we define. While these tools may assist in surfacing or ranking candidates, all hiring decisions are made by our team. No employment decision is made solely by automated means.

If you would like more information about how automated tools are used in our process, you may contact us using the details below.

5. How We Store and Protect Your Information

Security. We implement reasonable administrative, technical, and physical safeguards designed to protect your personal information against unauthorized access, loss, or misuse. Access is limited to personnel with a legitimate business need, and those individuals are subject to confidentiality obligations.

Data location. Personal information collected through Pinpoint is stored on Pinpoint's servers in various locations. By submitting your information, you consent to this storage and processing.

Breach notification. In the event of a security incident affecting your personal information, we will notify you and any applicable regulator in accordance with Texas Business & Commerce Code Chapter 521 and other applicable laws.

No method of transmission over the internet is 100% secure. While we work to protect your information, we cannot guarantee absolute security.

6. How Long We Keep Your Information

We retain candidate information only as long as needed for the purposes described in this Notice and to comply with our legal obligations.

Unsuccessful applicants: We retain your application materials for 24 months from the date of your last application activity, unless a longer period is required by law or by an open or anticipated legal matter. This exceeds the federal EEOC minimum retention period (one year) to give us a reasonable window to consider you for future roles and to defend against any potential claims.
Talent network (optional): If you opt in, we may retain your information for up to 36 months so we can contact you about future openings. You may withdraw this consent at any time.
Hired candidates: If you are hired, your application materials become part of your personnel file and are retained in accordance with our employee records retention policy.
Legal holds: If a charge of discrimination or other legal claim is filed or reasonably anticipated, we will retain relevant records until the matter is fully resolved.

You may request deletion of your information earlier by contacting us as described below, subject to our legal recordkeeping obligations.

7. Your Rights

Regardless of where you live, you may:

Request a copy of the personal information we hold about you.
Request that we correct inaccurate or incomplete information.
Request that we delete your information (subject to our legal retention obligations).
Withdraw your application or any consent you have given.
Opt out of SMS communications at any time.

Additional rights for residents of certain U.S. states. If you reside in California, Colorado, Virginia, Connecticut, Utah, or another state with a comprehensive consumer privacy law, you may have additional rights under that state's law. Note that most U.S. state privacy laws (including the Texas Data Privacy and Security Act) specifically exclude personal data processed in an employment or job-application context, so those laws may not apply to information collected through our recruitment process. We will, however, honor reasonable requests to access, correct, or delete your information regardless of your state of residence.

To exercise any of these rights, use the Manage Your Data tool in Pinpoint or contact us using the information below. We may need to verify your identity before responding.

8. Contact Us

If you have questions about this Privacy Notice, your information, or our recruitment process, contact:

Civil CFO
12720 Hillcrest Rd.
Suite 907
Dallas, TX 75230
support@civilcfo.com
(940) 326-7028

If you are not satisfied with our response, residents of certain states may also have the right to contact their state attorney general or a relevant regulatory authority.

9. Changes to This Notice

We may update this Privacy Notice from time to time. The most current version will always be available on our careers page, with the effective date noted below.

Effective date: May 10, 2026