Privacy policy for recruitment using Teamtailor
The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of Generate KiwiSaver (“Generate” “we” “us”). It is important that the persons using the Service ("Users”) feel safe with, and are informed about, how we handle their personal information in the recruitment process. We process, manage, use, and protect User's personal information in accordance with this Privacy Policy ("Privacy Policy") and the Privacy Act 2020.
1. General
For the purposes of the Privacy Act, Generate is the agency that is collecting and holding the personal information. Users’ personal information is collected and processed for the purpose of managing and facilitating recruitment of employees to our business.
2. Collection of personal information
We are responsible for the processing of any personal information that Users submit to the Service, or that we collect in other ways in relation to the Service.
When and how we collect personal data
We collect personal information from Users when they;
- make an application through the Service or otherwise make available personal information about themselves either personally or by using a third-party source such as Facebook or LinkedIn; and
- use the Service to connect or engage with our staff;
- provide personal information to us in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure.
We may collect certain personal information about Users from third parties, such as Facebook, LinkedIn and through other public sources. This is referred to as “Sourcing” and may be manually performed by our employees or automatically by or through the Service.
In some cases, existing employees can make recommendations about potential applicants. Such employees will supply us with personal information about such potential applicants. In these cases, the potential applicant is considered a User for the purposes of this Privacy Policy and will be informed about the processing of their personal information.
The types of personal data collected and processed
The categories of personal information that can be collected through the Service can be used to identify natural persons from names, e-mails, pictures and videos, information from Facebook and LinkedIn-accounts, answers to questions asked through the recruiting process, titles, education and other information that the User or others have provided through the Service. Only data that is relevant for the recruitment process is collected and processed.
Purpose and lawfulness of processing
The purpose of the collecting and processing of personal information is to manage and facilitate the recruiting process.
Personal information that is processed with the purpose of undertaking aggregated analysis or market research is always made anonymous or unidentifiable. Such data cannot be used to identify a certain User. Thus, such data is not considered personal information.
The consent of the data subject
By using the Service or otherwise providing us with personal information in relation to a recruitment process, the User consents to the processing of their personal information for the purpose of us handling and facilitating the recruitment process. The User acknowledges and accepts that personal information is collected through the Service, when Users;
- make an application through the Service, by adding personal information about themselves either personally or by using a third-party source as Facebook or LinkedIn, and that we may use external sourcing-tools to add additional information to their profile or application; and
- use the Service to connect or engage with our recruitment team, by providing personal information about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
The User also consents to us collecting publicly available information about the User for use in the recruitment purposes.
Storage and transfers
The personal data collected through the Service is stored and processed on our behalf by our service provider Teamtailor, who may process the information outside of New Zealand. Where information is transferred or processed outside of New Zealand, they will ensure that adequate safeguards are in place to protect the rights of the data subjects whose information is transferred.
How long the personal data will be processed
The personal information will be stored and processed by us as long as we deem it necessary for the purposes stated above. Note that an applicant (User) may be suitable for or interested in future recruitment opportunities and for this purpose we may store Users’ personal information until they are no longer of value as potential recruitments. If you as a User wish not to have your personal information processed for this purpose (future recruitment) please contact us using the contact details in paragraph 9.
3. Users’ rights
Users have the right to request access to the personal information that is held about them, by submitting a request to us in writing, using the contact details below under paragraph 9 below. Users have the right to one (1) copy of the processed personal information which belongs to them without any charge. For further demanded copies, we reserve the right to charge a reasonable fee on the basis of the administrative costs for such demand.
Users have the right to, if necessary, rectification of inaccurate personal information concerning that User, via a written request, using the contact details in paragraph 9 below.
4. Security
We prioritize the personal integrity of Users and therefore work actively to ensure personal information is processed with the utmost care. We take reasonable security measures to help make sure that the personal information of Users are processed safely and in accordance with this Privacy Policy and the Privacy Act.
However, transfers of information over the internet and mobile networks can never occur without any risk, so all transfers are made at the User’s own risk. It is important that Users also take responsibility to ensure that their data is protected. It is the responsibility of the User that their login information is kept secret.
5. Disclosure of personal information to third parties
We will not sell or otherwise disclose Users’ personal information to third parties.
We may transfer and disclose Users’ personal information to:
- our contractors and sub-contractors, acting solely in accordance with our instructions, for the provision of the Service;
- authorities or legal advisors in the event that criminal or improper behaviour is suspected; and
- authorities, legal advisors or other entities, if required by us to comply with law and/or as may be permitted by law.
We will only transfer Users’ personal information to third parties that we have confidence in. We carefully choose partners to ensure that the User’s personal information is processed in accordance with applicable privacy law.
We engage the following service providers to process personal information on our behalf; Teamtailor, who supplies the Service, server and hosting companies, e-mail reference companies, video processing companies, information-sourcing companies, analytical service companies and other companies with regards to suppling the Service.
6. Aggregated data (non-identifiable personal information)
We may share aggregated data with third parties. The aggregated data has in such instances been compiled from information that has been collected through the Service and can, for example, consist of statistics of internet traffic or the geological location for the use of the Service. The aggregated data does not contain any information that can be used to identify individual persons and is thus not personal information.
7. Cookies
When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal information and is, in such instances, regulated by our Cookie Policy.
Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling of cookies can affect the experience of the Service, for example disabling some functions in the Service.
8. Changes
We have the right to, at any time, make changes or additions to this Privacy Policy. The latest version of the Privacy Policy will always be available through the Service. A new version is considered communicated to the Users when the User has either received an email informing the User of the new version (using the e-mail stated by the User in connection to the use of the Service) or when the User is otherwise informed of the new Privacy Policy.
9. Contact
For questions or further information about our handling of personal data, please email us at careers@generatekiwisaver.co.nz. For any concerns, please call 0800 855 322 and ask for the Head of People & Culture.
