Getley’s People and Culture Privacy Policy
Protecting your privacy
At Getley’s, your privacy is important to us. We respect the privacy of the people we deal with and we uphold high standards of privacy practice and security. The Privacy Act 1993 requires us to tell you certain things about the personal information we need to carry out our services. This is where we explain our privacy practices and why you can trust us to handle your information with care and respect. The policy explains how we handle personal information and how we interact with you online. It sets out why we need to collect personal information, how we collect it, what we do with it, how it’s stored and who we might share it with. The Policy also describes how you can access or correct information we hold about you, how you can ask further questions or make a complaint, and information about our websites and online activities.
In short, here are a few key privacy messages to note:
· We only collect personal information where this is necessary to carry out our functions
· We may collect personal information about you either directly from you or from other people or agencies, and we may generate personal information about you when we carry out our functions
· We store all our data (including your personal information) on a secure Microsoft cloud platform and we use Microsoft Office 365 applications. We protect our data with all reasonable technical and process controls
· You can ask us for a copy of your personal information at any time. We will be as open as we can with you but must also ensure we meet our secrecy obligations
· We will only use and share personal information where necessary to carry out the functions for which we collected it, or if required by law
If you cannot find the information you need, or you have concerns about the way we are managing your personal information, then please contact us at any time:
We may update this privacy statement from time to time, for example to reflect changes to the Privacy Act, so feel free to check in again occasionally to see what might have changed. This statement was last updated in May 2020.
The information we collect
The type of information that we typically collect, and hold will vary depending on our relationship with you. These relationships are generally categorised as:
candidates - include all individuals who approach us, or who are engaged by us in the process of seeking or performing work with us or our clients.
clients - include all individuals/companies who we deal with for the purpose of providing people and culture solutions and services for their business; and
referees - include all individuals who we contact in evaluating our candidates’ capabilities and suitability for employment. We may also collect personal information from you if you contact us, for example by phone or email, and do not fall into one of the above categories.
Candidates
If you are a candidate, we collect your personal information as reasonably necessary for us to determine your suitability for work with us or with our clients. The main types of personal information we collect about you as a candidate are:
• your name and contact details, including your address, email address and phone numbers.
• information in your cover letter, resume and application forms including your skills, qualifications, work history, references, goals, and interests.
• details of your work rights in New Zealand and other countries.
• your IRD number and Kiwi Saver details other information for employment as required under statutory legislation.
• information documenting your work history with or through us (including bank account details, salary, work performance information and salary sacrifice documents).
• aptitude and psychological assessment results.
• the results of police checks, working with children checks or other background checks.
• medical reviews or assessments of you.
• other information that you, your referees or our clients provide to us, including personal feedback and notes of our interactions with you and/or others in relation to your suitability for work with us or through us.
Clients
If you are our client, we collect personal information that is reasonably necessary for us to provide the best people and culture solutions for you and your business needs. The main types of personal information we collect about you as our client are:
• your contact details including your address and telephone numbers.
• details of your job title/description and organisational needs; and
• records of our interaction with you and confidential feedback you may give us regarding our candidates or services
Referees
If you are a referee, we collect personal information that is reasonably necessary for us to determine a candidate’s suitability for work with us or for our clients. The main types of personal information we collect about referees are:
• your contact details including your address and telephone numbers.
• details of your job title/description; and
• your confidential opinions about a candidate and their suitability for work with or through us.
Why we collect personal information
We collect personal information about you which is reasonably necessary to:
· To provide recruitment and employment services to the corporate business customer to whom you are linked.
· Consider applications and approaches from a corporate business customer to whom you are linked.
· maintain your contact details.
· fulfil our legal obligations, such as those relating to employment legislation and statutory compliance or as otherwise authorised by you.
How we collect your information
We collect personal information about you directly from you — this can be in person, in documents you give us, from telephone calls, emails, your access to our website. We take reasonable steps to be transparent about how and why we collect personal data.
We may also collect your personal information from third parties including public sources, referees you have provided us with permission to contact, our related companies and service providers.
How we store your information
We keep personal information in physical and electronic records, at our premises and the premises of our service providers, which may include processing or storage in the cloud, which may mean in practice that this information is stored outside Australia and New Zealand. Where this occurs, we take steps to protect the security and integrity of personal information.
We also keep records of our interactions with you (including by telephone, email and online) and of the transaction history of the organisation linked to you who has a customer relationship with us.
Who will be collecting your personal information?
Your personal information will be collected by Getley’s for its own use and on behalf of our clients and partners, who might require access to your personal information in connection with your employment or employment application as authorised by yourself.
How we use your information
We use personal information about you for the purpose for which it was provided to us including:
· Compliance with and fulfilment of legal obligations imposed by law.
· Communicating with you and dealing with or investigating any complaints or enquiries.
Candidates
Your personal information may be used in connection with:
• your actual or possible work placement.
• checking your work rights status with any government department or body (or their agents).
• payment for work completed on a temporary/contract assignment
• follow up with you to offer you work or ascertain your availability for work
• your performance appraisals.
• our assessment of your ongoing performance and prospects.
• any test or assessment (including medical tests and assessments) that you might be required to undergo.
• our identification of your training needs.
• any workplace rehabilitation.
• our management of any complaint, investigation or inquiry in which you are involved.
• any insurance claim or proposal that requires disclosure of your personal information.
• ensuring our internal business processes are running smoothly which may include quality assurance audits, quality and services evaluations, fulfilling legal requirements and conducting confidential systems maintenance and testing; and
• to undertake directly or through agents criminal reference check with relevant government agencies.
Information relating to your date of birth will only be used for the purposes of ensuring our compliance with superannuation (KiwiSaver) legislation, and for no other purposes. By providing your date of birth you consent to us using it for this purpose.
Clients
Personal information that we collect, hold, use and disclose about clients is typically used for:
• client and business relationship management.
• recruitment, and HR services.
• marketing services to you.
• statistical purposes and statutory compliance requirements; and
• risk management.
Referees
Personal information that we collect, hold, use and disclose about referees is typically used for:
• to confirm identity and authority to provide references.
• candidate suitability assessment; and
• recruitment functions.
Our policy on direct marketing
We may sometimes use personal information for marketing purposes but only in the following ways:
• we will contact candidates while they are registered us with updates in relation to employment opportunities, market information and promotions from time to time.
• we will send subscribers to our website with news and job alerts to which they have subscribed; and
• we will contact clients, with whom we have a relationship, with market information and promotions from time to time.
When sending direct marketing material, we will give you the option as to whether or not you wish to receive further marketing communications and we will remain compliant with anti-spam legislation. Personal information is not used by or disclosed to any third party for marketing purposes.
Disclosure of your information
6.1 candidates
Your personal information may be disclosed to:
• potential and actual employers and clients of Getleys.
• referees.
• other members of Getleys.
• our insurers.
• a professional association or registration body that has a proper interest in the disclosure of your personal and sensitive information.
• the Accident Compensation Corporation.
• any government department or body (or their agents) to verify your work rights status.
• a designated, registered training provider in relation to training and personal development opportunities.
• any person with a lawful entitlement to obtain the information; and
• prospective employers to use to verify suitability for employment.
We will advise you of our intentions and gain consent before we refer your personal information to our clients for possible work opportunities.
Related purpose disclosures
We outsource a number of services to contracted service suppliers (CSPs) from time to time. Such CSPs may be located overseas. As part of the outsourcing arrangement with a CSP, they may need access to some of your personal information.
Typically, our CSPs would include:
• software solutions providers.
• I.T. contractors and database designers and Internet service suppliers.
• legal and other professional advisors.
• insurance brokers, loss assessors and underwriters.
• background checking and screening agents; and
• talent marketplace platforms.
We take reasonable steps to ensure that terms of service with our CSPs recognise that we are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause us to breach those obligations.
Once we establish and maintain an employment, staffing or placement relationship with you, we use the data you provided to us, to comply with laws and regulations, including but not limited to employment law, tax and social security and national and international sanctions regulation compliance. For the purposes mentioned above Getleys may transfer your personal data to other entities that provide services on behalf of Getleys. Personal data is information which can be used to identify you such as name, date of birth, identification number or other factors specific to your identity.
If you do not give us the information, we seek you can refuse to provide us with your personal information. However, if you do not give us this information, we may not be able to provide our services to you. For example, if you are a candidate, we may be limited in our ability to locate suitable work for you.
How does Getley’s protect the security of your information?
We take all reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification and disclosure.
We have a number of safety measures in place to protect your information. For example, your personal information is stored in secured offices and in computerised databases which require a log in and password to gain access. Access to the database is only available to those who require such access. All staff and partners are bound by a confidentiality agreement regarding company and customer information.
Visitors to our premises are always accompanied by a member of staff for the duration of the visit.
We use secure methods to destroy or de-identify personal information as soon as the law permits and provided that the information is no longer needed by us. When you advise us that you are no longer looking for work opportunities and therefore do not wish to be registered with us, we will de-identify your data base record and destroy your personal information, unless you advise us otherwise or unless it is a requirement by law such as retained tax/wages information.
You can gain access to your information to correct it if it is wrong
9.1 General
Subject to some exceptions which are set out in the Information Privacy Principles (Principle 6 – Access to Personal Information and Principle 7 – Correction to Personal Information), you have a right to see and have a copy of personal information about you that we hold.
If you are able to establish that personal information that we hold about you is not accurate, complete and up to date, we will take reasonable steps to correct it so that it is accurate, complete and up-to-date.
If we are unable to agree that personal information that we hold about you is accurate, complete and up-to-date, you may ask us to place with the information a statement by you that claims that particular information is not accurate, complete and up-to-date.
If you wish to exercise your rights of access and correction you should contact our Privacy Officer.
In some cases, we may impose a moderate charge for providing access to personal information. We will not charge you simply because you lodge a request for access.
Candidates
If you are a candidate, information provided by referees or from clients about you is often given on a confidential basis. Accordingly, disclosing the opinions given by a referee or client may have an unreasonable impact on the privacy of those individuals. If referees or clients provide information about you on a confidential basis, you may not access this information, and we will not be able to share it with you without the consent of the referee or client (as applicable).
External sites
External sites that are linked to or from the Getleys web site are not under our control and you are advised to review their Privacy Statement. Users should note there are inherent risks associated with the transmission of information via the Internet and you should therefore make your own assessment of the potential risk to the security of your information.
Changes to our privacy policy
If at any time our Privacy Policy changes, the updated details will always be available on our web site for your perusal. If at any time you have a question or concern regarding Getleys and privacy, please contact us
How you can access or correct your information
You can contact us to request access to or correction of your personal information. In normal circumstances we will give you full access or make the requested corrections to your information. However, there may be some legal or administrative reasons to deny these requests. If your request is denied, we will provide you with the reason why (if we can). Where we decide not to make a requested correction to your personal information and you disagree, you may ask us to make a note of your requested correction with the information.
Dealing with Getleys online
When you visit Getleys websites you will generally browse anonymously unless you have logged into a client portal or accessed the website from a personalised communication from Getleys.
For all visitors to our website, we use cookies and other web browser technologies to collect information such as the server your computer is logged on to, your browser type (for example, Internet Explorer, Chrome or Firefox), and your IP address. (An IP address is a number that is assigned to your computer automatically and required for using the Internet). We may also derive the location associated with an IP address.
Once you have logged into a Getley’s portal, accessed our website from an e-mail or other personalised communication sent to you, or provided us with personal information by completing a form online, we may be able to identify you and we may combine that with other information in order to provide you with a better online experience.
If you would prefer not to be identified, you can delete the cookies and reconfigure the cookie preferences on your internet browser (see below) or you can opt out of any communication with ourselves.
The following third-party providers are used on our websites:
Mailchimp
We use a third-party provider, MailChimp, to deliver our marketing emails and manage certain sections of our website. We gather statistics around email opening and clicks, website visit data and form completions using industry standard techniques to help us monitor and improve our marketing documentation. For more information, please see MailChimp’s privacy policy.
You can change your marketing preferences or unsubscribe to general mailings at any time by clicking the links at the bottom of our emails or by emailing us at privacy@getley.co.nz
Squarespace
We use a third-party service, Squarespace.com, to publish our webpages and blog posts. We use a standard SquareSpace service to collect anonymous information about users’ activity on the site, for example, the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. SquareSpace requires visitors that want to post a comment to enter a name and email address. For more information about how SquareSpace processes data, please see SquareSpaces’ privacy policy.
Cookies
Our website, along with most other major websites, uses cookies to collect information. This includes information about browsing behaviour by people who access our website, pages viewed and the customer journey around our website. Cookies cannot look into your computer and obtain information or read any material kept on your hard drive.
More detailed information about the cookies we use is set out in below.
Cookies
Like many other websites, Getley’s use cookies on our site. Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones’ or ‘tablets’) as you browse this website. They are used to ‘remember’ when your computer or device accesses our website and can help us to personalise your visit. A cookie will typically contain the name of the domain from which the cookie has come, the ‘lifetime’ of the cookie, and a value, usually a randomly generated unique number. Two types of cookies are used on this website:
Session cookies
These are temporary cookies that remain in the cookie file of your browser until you leave the site. This information is not stored after you have left the site.
Persistent cookies
These remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie but this may be indefinitely or until deleted).
Controlling and deleting cookies
Getley’s do not use cookies to collect or record personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by the Getley’s website, or indeed any other website, you can do this through your browser settings. The facilities within your web browser to allow you to do this will vary from browser to browser but they may be found in the ‘Privacy’ or ‘Cookies’ section of the ‘Properties’ menu within your browser. If you require assistance in disabling cookies you should refer to the ‘help’ menu within your browser.
Please be aware that restricting cookies may cause a website to work incorrectly.
Third party cookies
By consenting to cookies on the Getley’s website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
For more information on the cookies set by Google Analytics please see Google’s privacy policy. To opt out of being tracked by Google Analytics across all websites please go to Google’s opt out page.
Contact us
If you have any questions or complaints regarding privacy or information handling, please write to privacy@getley.co.nz or contact us by phone. Please mark communications to the attention of our Privacy Officer. We will respond to let you know who will be handling your matter and when you can expect a further response.