Allegis Group New Zealand Limited ("Allegis", "we" or "us") is committed to providing you with the highest levels of professional service. This includes protecting your privacy in accordance with the New Zealand Privacy Act 2020 ("Act") as we understand the importance of privacy of your personal information.

This Privacy Policy sets out how we collect, hold, use and disclose your personal information. By visiting our website and requesting our services, applying for a job with us or otherwise providing us with your personal information, you consent to your personal information being collected, held, used and disclosed as set out in this Privacy Policy.

This Privacy Policy applies to all individuals (including our clients, the individuals whose personal information is collected from clients or other third parties, job applicants and prospective employees) who provide us with their personal information.

We collect personal information (including sensitive information, for example, your health information) that is necessary for us to provide you with the services you request and manage your requests. We may also use it from time to time to improve our business through reviewing our practices. Such personal information usually includes your name, date of birth, address, email and telephone numbers. In addition, we may collect the following personal information:

• For recruitment purposes: your previous work history, performance appraisals, qualifications, information about incidents in the workplace, health information, personal history, opinions from referees, information in relation to absences from work due to leave, illness or other causes and our assessment of you as a prospective candidate for recruitment including any psychometric or skills testing.
• For payroll purposes: your employment details, Tax File Number and other government issued identification numbers, superannuation account details, bank account details, right to work, and other ancillary information that is required to fulfil contractual, legislative, filing and reporting. obligations (including the payment of salary and wages).

Where possible, we collect your personal information directly from you, for example in person, over the telephone, by email, when you set up an account with us or complete one of our online or hard copy forms or attend a group session at one of our assessment centres. We may record or listen to telephone calls between you and our consultants in order to improve our services. If you do not wish to have your telephone call recorded or listened to, please indicate this to the Allegis personnel with whom are you speaking. If you do this you will be given the opportunity to end the call, or to ask to be transferred to another line where monitoring or recording does not take place (if this is available).

In most situations, we will also need to obtain your personal information from third parties such as our clients, your referees, educational institutions you have attended and current and former employers you have notified us of.

For the provision of payroll services, we collect your personal information from your employer who has contracted Allegis to provide payroll services.

We use “cookies” and similar technologies (like web bugs) to help personalize your online experience and for analytics purposes. For more information about cookies, the types of cookies we use, and how we use them, please see our Cookie Notice.

If you would like to access any of our services on an anonymous basis, please let us know in writing. If this is possible and lawful, we will take reasonable steps to comply with your request. However, if you choose not to provide us with your personal information we may not be able to provide you with the services or assistance you require, including arranging suitable interviews for you.

If you provide us with personal information about another individual, before doing so you:

• must tell that individual that you will be providing their personal information to us and that we will handle their personal information in accordance with this Privacy Policy;
• must provide that individual with a copy of (or refer them to) this Privacy Policy; and
• must warrant to us that you have that individual's consent to provide their personal information to us.

We collect your personal information and use it for the purpose for which it was provided to us. We may also use it for other related purposes (and, in the case of sensitive information, directly related purposes) or as permitted or required by law. Such purposes include:

• providing our clients and/or you with our services;
• facilitating placement operations and recruitment opportunities for job applicants, including assessing your application for employment with prospective employers and verifying your information;
• providing you with further information about the recruitment opportunities or services you requested;
• conducting surveys of job applicants in relation to the services we provide;
• providing you with information about Allegis and its activities that are of relevance to you (if you have consented to receive this);
• in the payroll context, fulfilling contractual commitments to provide payroll services for our clients. The information collected from our payroll clients is used solely for the purpose of payroll processing; and
• any other purpose identified at the time of collecting your personal information.

We retain personal information we collect from you where we have an ongoing business need to do so (for example, to provide you with the service you have requested or to comply with applicable legal, tax or accounting requirements). When we have no ongoing business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

You consent in advance at the time of collection to us disclosing your personal information to third parties.

With your consent in advance, any personal information you provide to us may be disclosed, if appropriate, to third parties for the  purpose of facilitating placement operations, verifying your details, providing payroll services, marketing our services and managing our business. Such third parties may include: 

• any of our related entities, affiliates and agents;
• our clients, including your prospective employers and external organisations seeking labour;
• educational institutions to verify your qualifications;
• background screening providers to check if you have a criminal record;
• your referees and current and former employers;
• our third party service providers, contractors and suppliers (such as our IT service providers for hosting databases);
• our professional advisors including our accountants, auditors and lawyers; and
• any other third parties notified to you at the time of collecting your personal information.

 It is also possible, though unlikely, that we might be forced to disclose personal information in response to legal process or when we believe in good faith that the law requires it, for example, in response to a court order, subpoena or a law enforcement agency's request. We will only disclose your sensitive information (for example, health information) for the purposes for which it was initially collected, other directly related purposes or purposes to which you otherwise consent.

In order to fulfil our contractual obligations, we may send your information to our data processing and storage centres, which may be located outside of New Zealand (such as in the United States of America, the United Kingdom, Philippines, Malaysia, Singapore, Japan and Australia). Your information may be accessed by members of the Allegis Group in APAC. We will take reasonable steps to ensure that the overseas recipient complies with the Act and this Privacy Policy (for example by putting in place appropriate contractual arrangements with the recipient to safeguard your privacy).  If you have any concerns about this, please let us know.

We respect your privacy rights related to the Personal Information we collect, use and disclose about you and we will comply with applicable data protection laws and regulations in the handling of your Personal Information. If you would like to exercise any of your privacy rights, please complete the web form here. For all requests, after submitting the request, we will require additional information to reasonably verify your identity depending on the nature of your request. We will abide by all applicable legal requirements for deadlines for responding to your request and will collect the minimum Personal Information necessary to verify your identity. 

If you experience any issues with the web form or phone number, please contact datasubjectrequests@allegisgroup.com.

We will take reasonable steps to secure your personal information that we collect and hold. Electronic information is protected by various security measures and access to information and databases are restricted to authorised personnel that need access to the information in order to perform their duties.

All electronically captured job applicant and client data are passed through a secure site using encryption technology to ensure your personal information is protected if it is sent over the internet.

It is your responsibility to ensure you protect your personal information (for example, by protecting any usernames and passwords) and you should notify us as soon as possible if you become aware of a security breach.

If you wish to make a complaint about a breach of this Privacy Policy or the privacy principles under the Act, you can contact us using the contact details below. You will need to provide us with sufficient details regarding your complaint as well as any supporting evidence and/or information.

We will refer your complaint to our Privacy Officer who will investigate the issue within a reasonable time frame, which is usually 30 days but may be longer if the matter is complex. Our Privacy Officer will determine the steps (if any) that we will undertake to resolve your complaint. Such steps may include discussing the options for resolving the complaint with you, notifying relevant employees that they are the subject of a complaint and seeking their input or escalation to our General Manager.

We will contact you if we require any additional information from you and will notify you in writing of the outcome of our investigation. If you are not satisfied with our determination, you can contact us to discuss your concerns or complain to the New Zealand Privacy Commissioner via www.privacy.org.nz.

The Fair Trading Act 1986 and Regulations apply in New Zealand, and require us to provide the following statement to you:

 As an employment placement service provider, we do not charge job seekers/candidates a fee for the purpose of finding that candidate employment. We do not engage in any misleading or deceptive conduct including activities such as advertising a position as being available when we know no such position exists, or knowingly giving misleading information to a candidate about the nature of a position.

Any job seeker who believes that we have acted inappropriately in the course of providing employment placement services may contact the Recruitment & Consulting Services Association Australia & New Zealand via www.rcsa.com.au for information on possible action that may be taken.

We reserve the right to revise this Privacy Policy or any part of it from time to time. Please review this Privacy Policy periodically for changes. If we make material changes to this Privacy Policy, we will notify you by  putting   a  notice  on   the  "Home"  page   of   our website.

 Your continued use of our website, products, services or provision of further personal information to us once you have been notified of the revised Privacy Policy constitutes your deemed acceptance of the revised Privacy Policy.

If you would like more information about our privacy practices or have any questions in relation to this Privacy Policy, please contact our Privacy Officer using the contact details shown below:

Address: Allegis Group Australia Pty Ltd, Level 19, 99 Walker St, North Sydney NSW 2060, Australia.

Telephone: (02) 9087 6333

Email: Apac.Privacy@allegisgroup.com