Your privacy is important

to us.

PRIVACY POLICY

Thank you for visiting our website. Your privacy is important to us.

To assist Workhub Services (Workhub) to maintain compliance with the Privacy Act 2020 in New Zealand and the Data Privacy Act 2012 in the Philippines, we request that you read the following privacy notice and policy. Our privacy policy provides details on how we collect and manage personal and sensitive information. This policy includes, why we collect it, from whom, and how we collect, maintain, use, store and disclose personal information typically collected from New Zealand and other countries.

Website visitor

When you visit our website, we gather information that relates to your device, your browser and to the way you navigate our website content, such as:

Internet Protocol (IP) address of your device
IP address of your Internet Service Provider
device type (unique device identifiers)
geographic location (country only)
internet address from which you were directly linked through to our website
parts of and pages on our website
hyperlinks you have clicked

We may collect personal or sensitive information when you register interest

as an employer making an enquiry about our recruitment and consulting services by email, telephone, and face-to-face communications
as an existing employer/client wanting to communicate with us about our ongoing services by email, telephone, and face-to-face communications
as an international student making enquiries about studying in New Zealand through our collaborating companies
as a young person wanting to enquire or enrol onto our Whakamana Programme
as an applicant wanting to apply for a job within Workhub
as an applicant wanting to find and apply for a job on our website or via email and other mediums of communication; and with the online submission of information such as:

CV, covering letter, job application forms, documents, and personal data,
written references
competency, medical, background/vetting checks and credit rating results
the status and progress of your visa and work rights applications
results of injuries or medical records
any insurance, litigation, disciplinary matters, registrations, inquests, or inquiries you were involved in

as applicants or candidates for vacancies within Workhub and collaborating companies or with our clients we may collect information about you from public domains and social media sources

Your personal and sensitive information may be used in association with

service level agreements
recruitment processes and work placements
career planning pathways or career management
assessments for meeting criteria for performance, development and prospects for training
interview tests or job-specific assessments that you may be required to undergo
work or learning opportunities, training or information sessions
direct marketing to you by mail/email/SMS 
medical reports or workplace rehabilitation
management of complaints, inquiries or investigations in which you are involved
insurance claims or proposals requiring disclosure of your personal or sensitive information
undertaking checks to verify your visa and work rights status
criminal history and any other background checks, including credit rating for positions involving financial risk and otherwise as permitted by law
research for business and programme review and development, and other business purposes to assist us with continuous improvement in the provision of services to you

Your personal and sensitive information may be disclosed to

referees
external providers or contractors we employ to provide services to you such as training providers, police vetting and credit checking personnel
third party, outsourced IT providers and contractors who assist with recruitment, administration, screening, and selection processes e.g., virtual team in the Philippines
external accountants and auditors of Workhub when sharing of personal data is required as part of contractual or regulatory obligations.
marketing technology platforms and suppliers
potential employers and existing clients of Workhub and trusted employment, education, and training partners
our collaborating companies Carehub and Eduhub, if required to provide services to you
our insurers and financial advisors
professional associations and registration bodies such as RCSA and Chamber of Commerce
For any disclosure of personal information outside of New Zealand as the case may be, we take reasonable steps to ensure that the recipients of such information do not breach the New Zealand Privacy Act 2020, and when applicable the Data Privacy Act 2012 in the Philippines, and any other Privacy Law of countries we do business. Workhub takes reasonable steps to ensure your personal information receives an adequate level of protection, such as storage on secure servers and our Applicant Tracking System (ATS).
We have put into place appropriate procedures to ensure that
your personal information is treated by third parties in a way that is consistent with and respectful of privacy laws in New Zealand and the specific country as appropriate, and
we only use your information for the purpose it was collected for and no other purpose i.e., providing services to clients of Workhub and managing our recruitment services.

Automated Systems and Databases

We sometimes use automated systems such as applying filtering tools and algorithms to candidates' personal data. This helps us to efficiently and accurately analyse data we hold about you and helps us to screen and make decisions and come up with the best possible shortlist for vacancies we advertise and post. These tools help us to manage the recruitment process in highly efficient and effective ways, and to improve your overall experience with us.

If you do not give us the information we seek

We may be limited in our capability to source and place you into suitable work
We may be limited in our capability to assist you with your study and learning pursuits
We may be limited in the way we assist you to find and place suitable staff as a potential and current employer/client of Workhub

Additional information about our privacy policy

Our privacy policy which is located on our website www.workhub.nz/privacy contains more information about the type of personal information we hold and how we manage your information. This includes access to information about you that we hold, requests to have information updated or corrected, and the process for complaints and non-compliance.

If at any time our privacy policy changes, the most recent updates will be made available on our website. The most updated version of our privacy policy will help us to regulate any information we hold about you.

Contact details

The Privacy Officer

Workhub Services Ltd

Panama Square (access via rear alley)

14 Garden Place, Hamilton Central

New Zealand 3204

Email: privacy@workhub.nz

Phone: +64 7 595 0309

Privacy Policy

Applicants, Candidates, and International Students

Workhub is committed to managing your personal information with discretion and transparency. We respect the confidentiality and privacy of individuals and are bound by the Privacy Act 2020 in New Zealand, and when applicable, the Data Privacy Act 2012 in the Philippines, and other Privacy laws of countries we do business. Our privacy policy will be reviewed and updated from time to time to take into account any changes to privacy laws, technology, our practices and operations. This will enable us to remain relevant and ensure any information we hold is regulated.

This Privacy Policy applies to the personal and sensitive information of our applicants, potential candidates, international students, young people registering their interest in and completing the Whakamana Programme, local and overseas workers, our potential and current employer/clients, contractors, suppliers and website users.

Personal information includes contact details, work experience, qualifications, interview test results, work referee reports and references, incidents in the workplace, and information obtained or received in connection with applicants and actual placements of candidates for vacancies applied for, and recruitment or placement of international students or young people into work, study or training.

Potential and Current Employer/Clients

We may also collect personal information from our current and potential employer/clients to help us to understand your business and your specific recruitment and consulting needs. We typically use our ‘New Client Form’ to collect initial information such as a contact name, means of communication, and general information about your business and service request.

Any additional communications in writing such as Service Level Agreements are securely stored. Access to these documents is given only to our HR Specialist and Account Executives assigned. We may also communicate via email and in writing on various matters regarding the recruitment, placement, labour hire or pastoral care of workers. These documents are used only for the intended purposes with access given only to the HR specialist and Account Executives assigned.

We also collect bank details so we can pay for the services you provide (if this is part of our contractual arrangements).

We manage your data by:

Applicants, Candidates, and International Students

storing and updating your details on our database, so that we can contact you in relation to recruitment, learning and study activities. This information may also be disclosed to virtual assistants in the Philippines who may manage recruitment
keeping records of our conversations, interviews and meetings, so that we can provide targeted services to you
undertaking evaluations and surveys
processing statistical data for the purpose of marketing our services using marketing technology platforms and suppliers who assist us

We use your data in order to facilitate:

storing (and updating when necessary)
offering work, learning or study options or to obtain support and services from you
performing certain legal obligations as a recruiting and training company and employer,
helping us to design appropriate marketing campaigns.

Management of personal information

At Workhub, we train our staff to respect the confidentiality of client, student and candidate information and the privacy of individuals. Workhub regards breaches of your privacy very seriously and any breach will result in disciplinary action, dependent upon severity. Workhub has appointed a Privacy Officer to ensure that our management of personal information is in accordance with this policy and the New Zealand Privacy Act 2020.

How do we store and protect personal information?

Safeguarding the privacy of your information is important to us, whether you interact with us personally, by phone, mail, over the internet or other electronic medium. We hold personal information in secure computer cloud-based storage, paper-based files and other records, and take such steps as are reasonable in the circumstances to protect the personal information we hold from misuse, interference and loss, unauthorised access, modification or disclosure. We may need to maintain records for a significant period of time. However, when we consider information is no longer needed, we will remove any details that will identify you or we will securely destroy the records.

How do we keep personal information accurate and up to date?

Workhub takes such steps as are reasonable in the circumstances to ensure that the personal information it holds and discloses is accurate, up to date, complete, relevant and not misleading. We recognise that information changes frequently e.g., addresses and contact details. We generally update your personal information over the telephone or via email.

General information collected from visitors to our website

We gather information about all our website users collectively, such as what areas users visit more frequently and what services users access the most. This information helps us determine what is most beneficial for our users, and how we can continually create a better overall website experience for you. We do not disclose information about your individual visits to the Workhub website. We do this with the use of cookies and only use such data anonymously and in the aggregate.

What are cookies?

Cookies are small pieces of data stored on your computer hard drive to record your navigation activities when online. When you revisit a website, cookies tailor options based on the information stored about your last visit and activities. Cookies can also be used by website owners to analyse traffic and for advertising and marketing purposes. Cookies do not harm your system and you can opt to reject or accept cookies.

We use cookies to do two things:

to track how you use our website; any patterns of activity as this helps us to develop and improve our website and services as we respond to what our website visitors want and need.

to help improve the effectiveness and efficiency of our recruitment services e.g., to identify

quick links and ways for you to get the information you want and need more efficiently.

With regards to your personal information collected on the workhub.nz website, in some instances we may need specific information about you, such as name, address, email address, telephone number etc. We will collect this information if you apply for a job on our website. We may also ask for other information such as the types of jobs you are interested in and your workplace concerns in order to understand your goals as a job seeker and the best possible internet experience.

As an applicant or potential and actual candidate, you will fill out the online job application form, and load various documents as follows:

Upload CV and covering letter
First and surname
Email and mobile
Referee names, company, and contact information
Who referred you to this vacancy opportunity – full name and email address
Current address/including the city and country
Years of experience
Highest qualifications held
Current employer
Date of birth
Education details
Experience details
Social network links fb or LinkedIn

Additional (optional) information we may collect:

Employment certificates
Visa status
Passport information

Birth certificate
Police certificates
References

Enquiries & complaints

You can make enquiries and requests to access, delete or correct your information, or complain about alleged breaches to our Privacy Officer: privacy@workhub.nz

Complaints

We will aim to acknowledge receipt of all complaints within 10 working days and aim to resolve all complaints within 30 working days. This may not be possible in all circumstances depending on the contents of the complaint. In this situation, we will respond to your complaint in a reasonable time. If you are not satisfied with our response to your complaint, you can contact the Office of the Privacy Commissioner.

Access

Subject to exceptions set out in the New Zealand Privacy Principles you can gain access to the personal information that we hold about you.

To request access to your personal information please contact our Privacy Officer via email. We will respond to your request within a reasonable period and in any event ensure compliance with any legal requirements. We will provide access to the information in the manner requested, if it is reasonable and practicable to do so.

We may make a moderate charge in providing access and this can be discussed with our Privacy Officer. It may also take time to process your request for access as we may need to retrieve information from storage and review it in order to determine what information is relevant.

If we refuse to provide you with access to your personal information, we will notify you in writing of the reasons for the refusal and the process for escalation regarding this refusal.

Corrections

You may request that we correct personal information we may hold about you, if you deem it to be inaccurate, incomplete, out-of-date, irrelevant or misleading. We will respond to your request within a reasonable period and take reasonable steps to correct the information and ensure compliance and legal requirements are adhered to. We will also inform you if we decide the updating of your information is unnecessary.

To make corrections, please email our Privacy Officer – privacy@workhub.nz. There is no charge to you for making the request to correct your information.