Privacy Statement - Ngāti Whātua Ōrākei Careers Site, Learning Management System and Human Resources System
1. Information we collect from you directly during the recruitment and selection process
When you apply to work with Ngāti Whātua Ōrākei Management LP, Ngāti Whātua Ōrākei Whai Rawa 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. Please note, if you subsequently become employed by us your data will be subject to the policies of your employer, including its Privacy Policy, which you will have access to on the commencement of your employment.
2. Information We Collect from Third Parties during the recruitment and selection
With your consent, we may also collect the following information from third parties:
- Criminal conviction information or Police vetting or Ministry of Justice Criminal check
- Confirmation of your academic qualifications
- Reference information from your nominated referees
- Identification documents
- Information collected as part of Child Workers Safety Checks
- 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.
3. Information collected during the course of your employment
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
4. Overview of our HR System Ecosystem
In the case of Ngāti Whātua Ōrākei Management LP employees, data from the candidate card within our Careers platform / Applicant Tracking System (ATS), such as CV, reference checks, and copies of other documents uploaded by you will be placed and stored securely onto our HR System (Humanforce). This system is integrated with our Learning Management System (LMS) called Tribal Habits. When we set you up as a new employee basic identifying data will be mapped from the HR System across to the LMS for the purposes of issuing training. All three systems are integrated and Single Sign On (SSO) processes exist. The HR System is the system where the majority of any personnel data, including relevant personal information, will sit. The LMS is used as a training material “library” and is the platform from which our People and Performance Team run training completion reports across the organisation.
5. Our Purposes for Collecting Personal Information
We collect your personal information to evaluate your suitability for employment, meet our legal obligations, ensure we attract and hire the best people for the roles we advertise and manage and administer the employment of successful candidates.
. 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 your health and safety
- Assess your training needs and performance
- In conjunction with our payroll system, record and manage your remuneration
6. 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 (People and Performance Team) managing the recruitment process (this may sometimes involve external panel members or advisors / SME s)
- External service providers (e.g., psychometric testing providers, payroll services, recruitment, HR and LMS 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.
7. 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 (365 days) 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
- in addition to the candidate card information, we retain personal information about successful candidates for administrating and managing their ongoing employment with us via the HR System. This information includes various custom fields such as whether you are a fire warden, completed training records, remuneration, goals and performance documents, OnBoarding records, professional and training certificates etc. Once an employee starts, they are responsible for entering and maintaining personal contact details and next of kin for Business Continuity and emergency purposes.
- The line manager plus their upline plus People and Performance will have permission to access records for the purposes of standard HR and performance processes. Where whānau sensitivities apply, or to manage any applicable conflicts of interest, permissions will be altered to prevent access.
- Completed training records are also stored on the LMS for the purposes of the People and Performance Team running reports across the whole organisation.
We may use third-party service providers to store your personal information and provide us with services (e.g. Microsoft Sharepoint and Outlook). Information about you may be stored physically or electronically, including in offshore facilities by us, or any third party contracted to store it. We will use reasonable safeguards to ensure that all information we hold about you is held securely in accordance with the Privacy Act 2020 and any other applicable laws.
Security Measures
We ensure that applicants' and employees’ 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
- The HR System has robust permission settings which are regularly reviewed
- 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 in our Privacy Toolbox.
8. Accessing and Controlling Your Personal Information
As a candidate and employee, you have the right to request access to the personal information we hold about you and to request corrections if any information is inaccurate.
Personal information relating to your employment is stored in our Human Resources Information System (HRIS). This may include information such as:
- employment agreements and contracts
- letters of variation
- performance review records
- training and development records
- qualification and certification documents
- visa and work eligibility information
- emergency contact details (next of kin)
- relevant health or medical information provided by you for workplace safety or emergency purposes
- other employment-related information, including certain custom fields (for example uri status where voluntarily provided).
This information is collected and held where it is necessary for the establishment and ongoing management of the employment relationship, including payroll, compliance with legal obligations, workplace safety, training, and organisational reporting.
Employees and candidates may request access to or correction of their personal information at any time by contacting the People & Performance team.
Requesting Your Information
If you would like to request access to your information or make corrections, please contact us by emailing: privacy@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
9. 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
- 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
- Office of the Privacy Commissioner: https://www.privacy.org.nz/the-privacy-act-and-codes/the-privacy-act
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 privacy@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 Privacy Officer.