Privacy Policy

Privacy Notice 

This Privacy Notice was last updated on June 8, 2023. This Privacy Notice explains how Staffing Agency Limited ("we," "us," "our," or "Staffing Agency") may collect, use, store, and disclose personal information that we gather about individuals. 

We may make changes to this Privacy Notice periodically. If we do, we will publish the updated Privacy Notice on our website, www.staffingagency.co.nz (referred to as the "website"). 

Please read this Privacy Notice together with any privacy or collection statement we provide to you. 

In this Privacy Policy, the term "Personal Information" refers to any information or opinion about an identified individual or an individual who can be reasonably identified, whether the information is true or not, or is recorded in a material form or not. It is important to note that we may aggregate Personal Information from various sources (website, offline events). As part of this process, we combine Personal Information originally collected by our international group of companies operating worldwide.

Your Personal Information and How We Collect It

Candidates 

When you request work finding services, we will ask you to register as a Candidate. During the Candidate Registration process, we collect your Personal Information directly from you, your CV, employment referees, and online tests you may perform at our request. 

We may disclose your Personal Information to our clients for relevant job vacancies. Our clients may request additional Personal Information about you related to their job vacancies and requirements.

Your Personal Information will be securely stored in our systems. The categories of Personal Information we may collect include:

• Your identity (full name, previous names, evidence of name change, gender, and date of birth).
• Evidence of your right to work in New Zealand, which may include a photograph, nationality, place of birth, birth certificate, driving license, etc. (in accordance with Home Affairs requirements).
• Contact details, including email, home address, and phone numbers, for communication purposes.
• Bank account and IRD number for payment and tax purposes (if you are working as a temporary worker supplied through Staffing Agency).
• Superannuation details.
• Job search criteria, preferences, and expectations.
• Qualifications, skills, experience, and training.
• Current and desired remuneration/pay rate and other benefits.
• Educational history.
• Employment history.
• References.
• Other information provided by you, your referees, or our clients, including personal feedback and notes of interactions with you or others regarding your suitability for work with us or through us.
• Aptitude and psychological assessment results.
• Results of background checks.
• Unspent criminal/motoring convictions, court proceedings, and pending court proceedings relating to offenses committed or alleged to have been committed by you.
• Other information contained in your CV or provided by you.
• Technical data, including IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology used to access our website. We may also receive technical data about you if you visit other websites that use our cookies. Please refer to the "Cookie" section below for more information.
• Profile data, including username, password, interests, preferences, feedback, and customer survey responses.
• Usage data, including information about how you use our website and services.
• Marketing and communications data, including your marketing and communication preferences.

Our recruitment consultants will send you job alert emails that align with your job search criteria and preferences in order to assist you in finding employment. Occasionally, you may also receive job alerts that our consultants believe you may find intriguing. If you no longer wish to receive these job alerts, you can easily unsubscribe by clicking on the provided unsubscribe link within the job alert email.

If you are applying for a position as an employee, we will gather Personal Information from various sources such as your CV, references, professional and educational organizations, and other channels. The purpose of collecting this information is to manage the application process, internally evaluate your suitability for the role, and administer the hiring process. Your Personal Information will be securely stored in our confidential online HR database, accessible only to HR and Talent Acquisition members in New Zealand, New Zealand, the UK, Europe, and the US, as well as other relevant staff involved in the hiring process, such as interviewers and those responsible for assessing your suitability and communication.

We do not share our HR database with any affiliated companies, and we take measures to ensure that your Personal Information remains adequately protected, secure, and confidential. In the event that we engage a third party for pre-employment screening or testing, we will limit their access to only the necessary Personal Information, and they will be contractually obligated to comply with applicable data privacy laws, maintain confidentiality, and implement appropriate safeguards until the data is deleted or anonymized.

By submitting your application for employment, you give your consent to us processing your Personal Information for these stated purposes. You have the right to withdraw your consent at any time; however, doing so will result in the discontinuation of your application.

If your employment application is unsuccessful, we will retain your Personal Information in our HR database for a reasonable period. This retention is for the purpose of demonstrating that our recruitment process is fair and transparent, without discrimination against applicants on prohibited grounds. Once the retention period ends, your Personal Information will be automatically deleted. Occasionally, we may seek your consent to retain your CV data if we believe you may be suitable for future roles. We will only proceed with this upon obtaining your consent.

We handle sensitive information related to unspent criminal convictions, court proceedings, or any ongoing proceedings related to offenses committed or alleged to have been committed by you only if it is deemed relevant upon request from our clients and in compliance with legal restrictions. We may be required to disclose unspent convictions and ongoing criminal proceedings to our clients to assess your suitability for a role within their organization. If you choose to share sensitive information with us, we will only collect it with your explicit consent. This information will be retained for no longer than necessary before being securely deleted.

If you are a client, supplier, or potential client or supplier of goods and services, we will collect and process information about individuals within your organization. This includes entering the individual's name and business email address into our database as the designated corporate point of contact for your organization, along with other business contact data. Typically, the only personal information we process about a corporate contact is their name, which is used for the purpose of contacting the organization regarding our services and authorizing time sheets or managing the supplier's goods and services.

If the corporate point of contact is also a registered candidate, we may process additional personal information for work finding and other purposes, as described in this notice. The source of a corporate point of contact may be the individual themselves, or their name and business details may be provided to us by a member of their HR or Procurement department, another hiring manager, an existing business contact, or a candidate we have placed at the organization. We may also obtain these details from websites, social media, and other sources.

We may send business-to-business email marketing to corporate points of contact. However, an individual corporate point of contact has the option to request the cessation of business marketing emails to their business email address at any time by contacting us at privacy@staffingagency.co.nz.

If you are acting as a referee, we collect information that is reasonably necessary for us to assess a candidate's suitability for employment with us or through us. The information we typically collect about referees includes:

• Your contact details, including your address and telephone numbers.
• Details of your job title or description.
• Your confidential opinions and assessments regarding the candidate's suitability for employment with or through us.

We value your feedback and rely on the information you provide to make informed decisions about candidates. Rest assured that any information you provide will be treated as confidential and used solely for the purpose of evaluating the candidate's suitability for work.

When you visit and use our website, we may request certain Personal Information from you. This information may include your name, contact details (email, home address, and phone number), and additional details depending on the nature of your inquiry or activities on our website. For example, we may ask for your job search criteria and preferences, employment experience, salary information, and other relevant background details. In some cases, you may also create a login ID and password to access certain features.

If you wish to receive job alerts, you can provide your job search criteria and preferences on our website, and we will send you relevant notifications. However, you have the option to unsubscribe from these job alerts at any time by clicking the unsubscribe link provided in the email.

Please note that if you choose not to provide the requested information, it may limit your access to certain services and functionality on our website, as well as any other services you may request from us.

In addition to the Personal Information we collect, our website also utilizes cookies to track your online activities. Cookies are small files that are transferred to your computer's hard disk by a website for record-keeping purposes. These cookies enable us to gather information such as registration details, submissions, and information requests. It's important to note that cookies do not personally identify users, but they do identify the user's browser.

By default, most web browsers are set to accept cookies. However, if you prefer not to receive cookies, you have the option to configure your browser to refuse them. It's worth noting that by refusing cookies, you may not be able to fully utilize all the services and functionalities available on our website. If you would like more information about the specific cookies we use and their purposes, please refer to our Cookies Notice.

We are committed to using your Personal Information only for the purposes for which it was collected. We will not use or disclose your information without your consent, except in the following circumstances:

1. Disclosing information to our clients: We may disclose your information to our clients when necessary and appropriate for providing a service to you.
2. Business functions and services: We may disclose your information to companies and individuals we employ to perform business functions and services on our behalf. These entities are obligated to protect your Personal Information and are not permitted to use or disclose it for unrelated purposes. Examples of such functions may include web server hosting, data analysis, legal and accounting services, and marketing services.
3. Permitted situations: We may use or disclose your information as permitted under the Privacy Act 2020 in situations classified as permitted general or permitted health situations.
4. Providing requested products or services: We may use your information to fulfill your requests for specific products or services that you have requested from us.
5. Compliance with laws and protection of rights: We may disclose your information to government agencies, advisors, and other third parties when necessary to comply with applicable laws, legal processes, or if we reasonably believe that such action is necessary to protect our rights or property, prevent a crime or ensure national security, safeguard personal safety, assist law enforcement investigations, or prevent a serious or imminent threat to an individual's life, health, public health, or safety.
6. Automated candidate assessment: We may use an automated solution to assess your suitability for specific roles and consider your suitability for other similar roles.

Rest assured that we take the privacy and security of your Personal Information seriously and will only disclose it under the circumstances mentioned above.

In addition to the purposes mentioned earlier, we will disclose your Personal Information to our Clients specifically for their job vacancies. We may also process your Personal Information for other legitimate business purposes, including:

1. Producing statistics: We may use your Personal Information to generate aggregated statistics and analyze the effectiveness of our marketing campaigns.
2. Website analytics: We may collect information about the number of visitors to our website and analyze website traffic patterns to improve our website's performance and user experience.
3. Contractual, legal, and regulatory obligations: We may process your Personal Information to fulfill our contractual obligations, comply with legal requirements, and meet regulatory obligations imposed upon us.
4. Third-party information: If you provide us with information about third parties, we will assume that you have obtained permission from the third party to share their Personal Information with Staffing Agency. We will handle their Personal Information with the same level of care and in accordance with this Privacy Notice.

Please note that we will only process your Personal Information for these purposes when it is lawful to do so and when it aligns with our legitimate business interests. We will take appropriate measures to ensure the security and confidentiality of your Personal Information throughout the processing activities.

In order to efficiently match candidates with our clients' vacancies, we utilize artificial intelligence (AI) technology provided by a third party based in the European Union. This AI technology assists our recruitment consultants in conducting searches and matching candidates' profiles with client job vacancies in a more efficient manner. The AI search capability allows our consultants to search through a larger volume of CVs and quickly identify relevant data that matches the client's requirements, while disregarding irrelevant information.

It's important to note that the AI technology does not make automated decisions on behalf of our recruitment consultants. Instead, it presents them with a list of proposed candidates who are potentially suitable for a client's vacancy. Our recruitment consultants then utilize their expertise, knowledge of the job market, understanding of the client's business, and specific job requirements to decide which candidates to shortlist for a particular client's job. This decision-making process involves candidate discussions and consideration of other relevant criteria.

Ultimately, it is the clients' hiring personnel, not the AI tool, who make the final decision on which candidate to select for an interview and whether to proceed with hiring, engaging, or employing the candidate. The AI technology serves as a valuable tool to support and enhance the efficiency of our recruitment process, but the final decision-making authority lies with our clients' hiring personnel.

If you have any objections to the processing of your personal data by our AI tool, rest assured that our recruitment consultants will still be dedicated to providing you with work finding services. They will utilize alternative methods to search for job opportunities that align with your preferences and criteria.

Furthermore, our AI service provider is committed to deleting the personal data of candidates who are no longer available for work, are not actively seeking employment, have recently secured permanent employment, or have explicitly objected to the processing of their personal data by the AI tool. This ensures that your data is handled in accordance with your preferences and that any unnecessary or outdated information is promptly removed from the system.

Under certain circumstances and without prior notification, Staffing Agency may disclose your Personal Information to external third parties who are not part of the Staffing Agency group of companies. These circumstances include:

1. Third-party service providers: We may share your Personal Information with third parties who perform business functions and services on our behalf. These may include payroll service providers, background screening and verification services, data storage facilities, web server hosts, job application management providers, data analysis firms, and legal, accounting, audit, and other professional service providers.
2. Government agencies and authorities: We may disclose your Personal Information to government agencies, including the Inland Revenue Department, law enforcement agencies, regulatory and supervisory authorities, credit reference agencies, and third parties responsible for conducting sanctions and terrorism checks.
3. Compliance with laws and legal proceedings: We may disclose your Personal Information if required to comply with applicable laws, legal processes, or if we reasonably believe such action is necessary to comply with the law, protect the rights or property of Staffing Agency or its group companies, prevent crime or fraud, protect national security, or ensure the personal safety of individuals using our website or the general public.
4. Business transactions: In the event of a sale, transfer, or merger of parts of our business or assets, we may disclose your Personal Information to potential buyers, transferees, or merger partners as part of the due diligence process. Similarly, if we are acquiring another business or merging with them, we may share your Personal Information with the relevant parties involved in the transaction.
5. IT consultants and service providers: We may disclose your Personal Information to third-party IT consultants who perform testing and development work on our IT systems. We may also engage other service providers, including providers of IT solutions, who may act as data processors and store your data outside of New Zealand. We will ensure that appropriate contractual and security measures are in place to safeguard your Personal Information and that these third parties process your data only as instructed by us, in accordance with applicable laws.

These disclosures are made on a need-to-know basis and are done to fulfill legal obligations, ensure the proper functioning of our services, and protect the interests of Staffing Agency and its stakeholders.

When sharing your Personal Information with these third parties, we will impose contractual obligations to protect the confidentiality and security of your data. They will be prohibited from using your Personal Information for their own purposes, and when our relationship with them ends, we will ensure that your Personal Information is securely returned, destroyed, or anonymized so that you can no longer be identified.

We may utilize your Personal Information to communicate with you directly for marketing purposes, including sharing information about our products, services, and job vacancies. However, we respect your preferences, and if you do not wish to receive such marketing communications, you can choose to unsubscribe from our database. By unsubscribing, you will no longer receive marketing materials or direct marketing communications from us.

As part of the group of companies operating in ANZ, Staffing Agency may share certain Personal Information with its affiliated companies, such as Staffing Agency, an New Zealand-based recruitment company, and other group companies located outside of New Zealand. These affiliated companies may use and process your Personal Information for similar purposes outlined in this Privacy Policy.

Additionally, we may transfer your personal details to clients of the Company or third-party service providers, both within New Zealand and in other countries. It's important to note that these countries may have different privacy standards compared to New Zealand. By providing your consent for the overseas disclosure of your personal details, you acknowledge that:

a) The overseas recipient may not be held accountable if they handle your personal details in a manner that breaches the privacy standards existing in New Zealand. 

b) You may not be able to seek redress under the Privacy Act 2020 or have the same avenues for seeking redress in the overseas jurisdiction.

Please consider these implications before consenting to the overseas disclosure of your personal details.

Staffing Agency acknowledges the importance of safeguarding Personal Information and will make reasonable efforts to protect it from unauthorized access, loss, modification, disclosure, misuse, interference, or any other form of unauthorized processing. However, it's important to note that transmitting information over the internet is not entirely secure, and Staffing Agency cannot guarantee the absolute security of information sent or received online.

Additionally, Staffing Agency may store, process, or back up Personal Information on servers and electronic systems located outside the country where you are located. This may involve the transfer of Personal Information to overseas facilities. Despite the transfer of data, Staffing Agency remains committed to maintaining the security of your information in accordance with applicable privacy laws and regulations.

Please be aware of these considerations regarding the security and transfer of your Personal Information when interacting with Staffing Agency's services and systems.

If you wish to access or correct your Personal Information held by Staffing Agency, you can make a request by contacting them via email at info@staffingagency.co.nz. They may require you to provide written details of your request in order to process it effectively. Staffing Agency will strive to respond to your request within 30 days.

Please note that in some cases, Staffing Agency may charge a reasonable fee for exercising your rights, where permitted by applicable laws. Additionally, there may be circumstances where Staffing Agency is unable to fulfill your request, in which case they will provide you with an explanation.

If you have any concerns, complaints, or further questions about how Staffing Agency handles your Personal Information or about their privacy policy, you can contact them at the same email address mentioned above (info@staffingagency.co.nz). They will address your concerns and provide you with a response in a timely manner.

It's important to communicate directly with Staffing Agency regarding any privacy-related matters, as I am an AI language model and do not have access to their specific systems or information.