Recruitment Privacy policy using Teamtailor
At Ando Insurance Group Limited (Ando) we take protecting your privacy seriously. We collect, use, process, store and disclose your personal information in accordance with the Privacy Act 2020. Ando uses an applicant tracking system powered by Teamtailor to manage recruitment. When you apply online at careers.ando.co.nz for a job at Ando you are using the Teamtailor platform (Platform). This Recruitment Privacy Policy outlines how we handle your personal information during recruitment using the Teamtailor platform and as part of our wider recruitment process.
You agree to Ando collecting, using, and disclosing your personal information as set out in this Recruitment Privacy Policy. Where you provide us with personal information about any other person for recruitment purposes, you confirm that you have the authority of those persons to disclose such information and to authorise Ando to collect, use, process, store and disclose the information in accordance with this Recruitment Privacy Policy.
What is personal information?
Personal information means information about an identifiable individual. This could include your (or other identifiable individuals) name, address, email address, date of birth, gender, occupation, immigration status details, contact details, employment history. It could also include names, emails, pictures and video, information from social media accounts, answers to questions asked through the recruitment process, titles, education and other information you or others have provided to us, either through the Platform or in another manner such as through interviews.
When and how we collect personal information
We collect your personal information when you;
- make an application through the Platform, attend interviews with us or otherwise by adding personal information about yourself either directly or by using a third-party source such as Facebook or LinkedIn to the Platform; and
- provide personal information in the chat or messaging function of the Platform.
Wherever possible we collect personal information directly from you. However, there may be occasions where we collect personal information from third parties. These third parties may include social media accounts and through other public sources. This is referred to as “Sourcing” and may be manually performed by our employees or occur automatically in the Platform.
In some cases, existing employees can make recommendations about potential applicants. Such employees may add personal information about you to the Platform. Where this occurs, we will reach out to you, as a potential applicant and seek your consent to our use of your personal information. We may also collect your personal information from recruitment companies that work with us and from your referees. We will only collect your personal information from third parties when it is authorised by the Privacy Act 2020 or when you consent to us collecting information (including as set out in this Recruitment Privacy Policy) from someone else.
Why do we use personal information
We collect the information to manage our overall recruitment process and our use of the Platform to facilitate the recruitment process which may include running marketing campaigns to promote further career opportunities. If you are successful during the recruitment process, your personal information will be used to create an employment record and to issue an employment agreement. If you become our employee, your personal information will also be held in accordance with the Ando's Employee Privacy Policy.
Who can we disclose your personal information to?
We may transfer your personal information to our service providers and suppliers (who may be located within or outside of New Zealand) such as;
- our contractors and sub-contractors, acting as our processors and sub-processors in accordance with our instructions, for the provision of the Platform (see below for a description of the type of processors);
- our professional advisors;
- government, law enforcement or statutory bodies;
- as otherwise communicated to you or required by law.
We cooperate with (and may transfer your personal information to) the following categories of processors of personal information; Teamtailor, who supplies the Platform, server and hosting companies, our information technology providers, e-mail reference companies, video processing companies, market research, business/marketing strategy service providers, information-sourcing companies, analytical service companies, recruitment agencies, your referees and other companies in relation to supplying and using the Platform.
We will comply with all our legal obligations when we disclose your personal information, including our obligations under the Privacy Act 2020.
We may share aggregated information to third parties. The aggregated information 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 information does not contain any information that can be used to identify individual persons and is thus not personal information.
What happens if you don’t provide us with your personal information?
If you fail to provide us with accurate or complete information, or revoke consent to the use of your personal information, you may not be able to apply for a specific job or otherwise use the Platform.
Storage, security and processing of your personal information
Storage and security
We may use third party providers, including Teamtailor (who are located within or outside of New Zealand) to collect, store and process your personal information. We take all reasonable steps to ensure the personal information we collect is protected against loss, unauthorised access, use modification and disclosure or any other misuse. You also have responsibility to ensure your personal information is protected, by ensuring your login information is keep secret.
How long the personal information will be processed
Your personal information will be stored and processed by Ando as long as necessary for the purposes stated above, and in any event for a minimum of two years from when you first became known to us. You may be of interest for future recruitment opportunities and for this purpose we may store your personal information and contact you about potential opportunities. This contact may be in the form of marketing campaigns or a direct approach. If you do not wish to have your personal information used for this purpose you can opt out by logging into your account on the Platform to advise us.
How you can request access and correction of your personal information
You have the right to access the information we hold about you. If we withhold information from you, we will give you reasons. You can ask us to put our reasons in writing. If you’re not happy with the reasons we give, you can make a complaint by contacting us at privacy@ando.co.nz. You also have the right to request we correct any mistakes or inaccuracies in the information we hold about you, and to attach to that information a statement that a correction was requested but not made.
Other information we collect
When you use the Platform, information about your use may be stored as cookies. Cookies are passive text files that are stored in the internet browser on your device, such as computer, mobile phone or tablet, when using the Platform. Our service provider Teamtailor uses cookies to improve your use of the Platform and to gather information about, for example, statistics about the use of the Platform. This is done to secure, maintain and improve the Platform. The information that is collected through the cookies can in some instances be personal information and is, in such instances, regulated by our Recruitment Cookie Policy.
You can at any time disable the use of cookies by changing the local settings in your devices. Disabling of cookies can affect the experience of the Platform, for example disabling some functions in the Service.
Changes
We have the right to, at any time, make changes or additions to this Recruitment Privacy Policy. The latest version of this Recruitment Privacy Policy will always be available through the Platform. A new version is considered communicated to you when you have either received an email informing you of the new version (using the e-mail stated by you in connection with your use of the Platform) or when you are otherwise informed of the new Recruitment Privacy Policy.
Contact
If you have any questions or concerns about Ando’s Recruitment Privacy Policy, we’d be happy to help. Please contact:
The Privacy Officer
Ando Insurance Group Limited
PO Box 6649
Victoria Street West
Auckland 1142
New Zealand
Or email us: privacy@ando.co.nz
You are entitled to make a complaint to the Privacy Commissioner if you think that your privacy has been interfered with, including if you disagree with our reasons for withholding information from you.