EMPLOYMENT APPLICATION PRIVACY NOTICE

1.0 Privacy Statement

The purpose of this notice is to provide information relating to how Whitcoulls handles the personal information of those who apply for employment with us.

We may change this Privacy Notice from time to time so please review it periodically on our website at www.whitcoullscareers.co.nz for any changes. Your continued participation in our employment application process is acceptance by you of any changes to the Privacy Notice.

2.0 Personal information we collect about applicants

When you apply for employment with us, we will only collect personal information that is relevant to your application. We collect this information from you directly (for example, the information you provide when you complete an application for employment), from third parties (for example, from your nominated referees), and personal information will be generated during the application process (for example, interview notes).

We need to collect this information in order to assess your application. You do not have to provide us with the information but if you do not we may not be able to employ you.

2.1 Information we collect from you directly

The personal information we collect from you directly may include:

contact information, including your name, address, email and phone number.
education, qualifications, experience and work history information and any other information you provide to us in your CV.
health information, including information about any disabilities or other conditions that might impact on your employment.
your passport details and information about your immigration status and your right to work.
information about any criminal convictions or pending criminal charges relating to you.
marital status and country of birth where necessary to assist us in visa applications.
emergency contact information and details about your next of kin.
any other information you provide to us as part of the application process.

2.2 Information we collect from third parties

The personal information we collect from others with your consent may include:

information from recruitment agencies.
results of criminal records check information (MOJ).
results of psychometric assessments or competency tests.
information provided by your nominated referees.
confirmation of your academic qualifications, where this is relevant to your employment.
your credit report where the position you are applying for involves significant financial risk.
information from government agencies regarding your eligibility to work in New Zealand.

We may also collect information from public sources such as on any social media platforms you use, where this may be relevant to our decision to employ you.

2.3 Information generated during the application process

Personal information may be generated during the application process, such as interview notes, records of phone conversations with third parties (referees etc.). Where CCTV cameras are in use at a Whitcoulls site, we may collect still or video footage of you when you are at a site for safety, security and investigative purposes.

3. The purpose for collecting personal information about applicants

3.1 How we use your information

We collect your personal information to assess your application for employment and undertake the recruitment and selection process. This includes verifying your qualifications, work performance and experience with referees and third parties and to correspond with you. We may also use your information for purposes required or permitted by law.

3.2 How we share your information

In order to meet the purposes set out above, and use it in the ways we’ve outlined, we will share your personal information internally with people who have a legitimate role in the recruitment and selection process for the position you have applied for. We’ll only share your information with third parties (such as referees) when, and to the extent, it is necessary to achieve our purposes. Where we need to share information in a way we have not anticipated here, we will only do so if we have your consent, or we are required or permitted by law.

4. How we store and protect your personal information

4.1 Retention

Once the recruitment and selection process is complete the information of those applicants who are successful will be held on their employment file in accordance with our current Employee Privacy Policy. Information of unsuccessful applicants will be kept for a period of no longer than 6 months or a longer period if required for legal reasons, after which time it will be securely destroyed. If your application is unsuccessful, with your consent, we can retain your information for longer so you can be considered for other future vacancies.

4.2 Security

Whitcoulls will hold your personal information. Wherever your personal information is stored, we take reasonable steps to ensure that it is protected against loss or unauthorised access, modification, use or disclosure. For example:

Whitcoulls’ systems are protected by firewalls and modern encryption standards.
Whitcoulls’ systems are password protected, and access is monitored and audited.
All employees are required to adhere to the IT and Security related suite of policies.
Access to the personal information we store is limited to those staff members who have a legitimate business requirement to use it.
We make privacy and information security training available to employees.
We have a data breach management procedure in place.
Information is backed up regularly, and backups are encrypted ad held in secure storage facilities.

We may use third-party service providers to store your personal information and provide us with services. This means that we may transfer personal information, or access it from, countries other than New Zealand.

We recognise that we are accountable for your personal information wherever it is in the world and we will take reasonable steps to ensure that any third-party service providers we use can meet our privacy and security expectations.

5. Accessing and correcting your personal information

You have the right to access and correct any information that we hold about you. Please contact us if you wish to access or correct your information by:

Emailing us at privacyofficer@whitcoulls.co.nz
Writing to The Privacy Officer, Whitcoulls 2011 Ltd, Legal Services, Private Bag 92098, Auckland Mail Centre, Victoria St West, Auckland 1142, New Zealand.

We’ll be as open as we can with you but sometimes we might need to withhold personal information, for example where the information relates to references provided to us in confidence or includes personal information about other people. If we need to withhold information, we’ll tell you why. If you think any of the personal information we hold about you is wrong, you can ask us to correct it. If we cannot correct your information (for example, where we don’t agree that it’s wrong), we’ll tell you why. You can ask us to attach your correction request to the information as a statement of correction.

5.2 Making a complaint

If you have any concerns about the way we’ve collected or handled your personal information, let us know, so we can try to put the matter right. If we can’t resolve your concerns, you can also make a complaint to the Office of the New Zealand Privacy Commissioner by:

Calling on +64 9 373 7999.
Completing an online complaint form at www.privacy.org.nz
Writing to the Office of the Privacy Commissioner, PO Box 10-094, The Terrace, Wellington 6143, New Zealand