Privacy Statement - Ngāti Whātua Ōrākei Careers Site
1. Personal Information We Collect About Candidates
When you apply to work with Ngāti Whātua Ōrākei Trust, Ngāti Whātua Ōrākei Whai Rawa Limited, Ngāti Whātua Ōrākei Whai Māia Limited or our related entities (referred to collectively as ‘us’ and ‘we’) and connect and/or subscribe to our careers' site, we collect personal information from you directly (for example, when you create an online profile and/or complete an application for employment), and from third parties (for example, from your nominated referees). This information helps us evaluate your application and communicate with you about job opportunities. If you choose to withhold the personal information we ask for, we may not be able to assess or progress your job application.
Information We Collect from You Directly
The personal information we collect directly includes, but is not limited to:
- Contact information, including your name, address, email, and phone number
- Education, experience, and work history information, including qualifications and memberships, as provided in your employment application or CV
- Information about your immigration status and your right to work in New Zealand
- Information about any criminal convictions or pending criminal charges
- Psychometric testing, video pre-interview screening questions, or other pre-employment testing/screening
- Driver's licence details (if relevant to the role)
- Any conflicts of interest you declare
Information We Collect from Third Parties
With your consent, we may also collect the following information from third parties:
- Criminal conviction information or Police vetting (if relevant to the role)
- Confirmation of your academic qualifications
- Reference information from your nominated referees
- Identification documents
- Work visas verified via Immigration New Zealand
- Pre-employment testing results, including psychometric assessments
We may also review publicly available information from social media platforms if it is relevant to our recruitment decisions.
2. Our Purposes for Collecting Personal Information
We collect your personal information to evaluate your suitability for employment, meet our legal obligations, and ensure we attract and hire the best people for the roles we advertise. For example, we may use your personal information to:
- Assess your employment application
- Verify your qualifications and experience
- Contact you regarding your application, and other relevant opportunities as they arise
- Manage pre-employment testing or interviews
- Confirm your identity and eligibility to work in New Zealand
- Administer recruitment-related correspondence
- Ensure the health and safety of candidates
- Manage and administer the employment of successful candidates
How We Share Your Information
We will share your personal information where it is necessary for the purposes outlined above (or a directly related purpose), for example we may need to share your information with:
- - The manager and human resources staff managing the recruitment process
- - External service providers (e.g., psychometric testing providers, payroll services, recruitment platforms)
- - Referees or third parties for background checks (with your consent)
- - Government agencies, if required (e.g., Immigration New Zealand, Inland Revenue)
We take your privacy seriously and will only share personal information when it is necessary to achieve the purposes of collection, and always in compliance with the Privacy Act 2020.
3. How We Store and Protect Your Personal Information
Storage and retention
We retain personal information collected during the recruitment process only as long as it is necessary to meet the purposes of collection outlined above. Once a hiring decision is made:
- we retain personal information about unsuccessful candidates, with their consent, for one year to keep in touch about future opportunities. However, you can request us to delete your information by unsubscribing from our careers site and deleting your account; and
- we retain personal information about successful candidates for administrating and managing their ongoing employment with us.
We may use third-party service providers to store your personal information and provide us with services (e.g. Microsoft Sharepoint and Outlook). This means that we may transfer personal information, or hold information in countries other than New Zealand.
Security Measures
We ensure that applicants' personal information is securely stored through a range of data protection measures. For example:
- our systems are protected by firewalls and modern encryption standards
- our systems are password protected, and access is monitored and audited
- All employees are required to adhere to our 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; and
- We have a data breach management procedure in place: Procedure: Managing a Privacy Breach – September 2023.
4. Accessing and Controlling Your Personal Information
As a candidate, you have the right to request access to the personal information we hold about you and to request corrections if any information is inaccurate.
Requesting Your Information
If you would like to request access to your information or make corrections, please contact us by emailing: peopleperformance@nwo.iwi.nz.
We will verify your identity before processing your request and work with you to respond within 20 working days as required by the Privacy Act 2020.
Correcting your information
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. Making a Complaint
If you have any concerns about the way we’ve collected or processed 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 the Privacy Commission on +64 9 373 7999
- Writing to the Office of the Privacy Commissioner, PO Box 10-094, The Terrace, Wellington 6143, New Zealand
6. Contact Us
For questions, further information about our handling of personal data or for contact with us in other matters, please email us at peopleperformance@nwo.iwi.nz. Our physical address for written correspondence is Level 1, 8 Mahuhu Crescent, Auckland Central, Auckland 1010, correspondence regarding your privacy or personal information should be made to the attention of the Ngāti Whātua Ōrākei Trust Privacy Officer.
