Job Privacy Declaration

1. What we collect

Depending on how you engage with us, we may collect:

• Your name, contact details and address
• Your CV, employment history, qualifications and references
• Salary expectations, notice period and preferred working arrangements
• Your right-to-work status in New Zealand, including visa or work permit details where relevant
• Referee details and reference feedback
• A copy of your driver's licence or passport, where provided, for identity verification
• Results of any pre-employment checks — e.g. reference, credit, drug/alcohol, criminal record, psychometric, AML or right-to-work checks — but only where a client requires one for a specific role, and only ever with your permission first
• Records of our communications with you

We only ask for what's reasonably needed to represent you to prospective employers and manage our relationship with you.

2. How we collect it

Most of what we hold comes directly from you — through our application form, by email, or in conversation with our recruitment consultants. In some cases we collect information from other sources, including:

• Referees and previous employers you've nominated
• Job boards and professional networks (e.g. Seek, LinkedIn)
• Clients you've been presented to, in relation to that specific process

Where we collect information about you from someone other than you, we'll take reasonable steps to let you know that we've done so, why, and who it's been shared with — unless an exception under the Privacy Act applies, including where you've already been told (which is why we ask about this upfront in our application form, rather than after the fact).

Referees: we only contact your referees when we need to, and we'll always seek your permission from you before we do.

2a. Online searches and automated / AI-assisted tools

We may check the details you've given us using online searches (like LinkedIn) and AI-assisted search tools. We let you know about this upfront in the application form, and a real person always reviews anything these tools find before it plays any part in a hiring decision.

3. Why we collect it

• To assess your suitability for roles and present you to prospective employers
• To carry out reference, right-to-work, and (where a client requires it, and only with your permission) other pre-employment checks
• To manage your candidate record and communicate with you about relevant opportunities
• To meet our legal, contractual and regulatory obligations

If we ever want to use your information for something not listed here, we'll ask your permission first.

Marketing

If you've opted in to hear about future roles and career content from us, we'll use your contact details for that too. You can opt out at any time by telling us or using the unsubscribe link in any message we send.

4. Who we share it with

We only disclose your information to clients you've agreed to be presented to. We may also share information with referees you've nominated (with your consent) and service providers who support our day-to-day operations.

Where a client requires a pre-employment check and you've given permission, we may share relevant information with the organisation carrying it out — for example the Ministry of Justice (criminal record checks) or Immigration New Zealand's VisaView (right-to-work checks), courts, or other regulators. If we ever need to disclose your information somewhere not listed here, we'll ask your permission first.

It's your responsibility to keep the information you give us accurate and up to date. If a reference has been given to us in confidence, we may not be able to give you access to it.

Our recruitment system: JobAdder

We use a third party — JobAdder (ABN 90 375 665 944) — to operate, assist and maintain our recruitment management system. JobAdder will have access to your personal information as part of the services we provide to you. JobAdder will maintain your privacy in accordance with their privacy statement, which can be found through the JobAdder Privacy Policy.

5. Storage, security and retention

Your information is held in secure, access-controlled systems, and our staff are bound by confidentiality obligations. We keep your information for as long as you remain an active candidate, or as otherwise required by law. If you'd like your record removed, let us know and we'll action it, other than information we're required to retain for legal reasons.

6. Your rights

You can ask us to confirm what personal information we hold about you, request a copy of it, or ask us to correct it if it's wrong. Reach out using the details below and we'll respond within the timeframes required by the Privacy Act 2020.

7. Complaints

If you're unhappy with how we've handled your personal information, get in touch with us first using the details below so we can put it right. If you're not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.

8. Changes to this declaration

We may update this declaration from time to time to reflect changes in the law or how we operate. The latest version will always be available at this link.