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Privacy Policy

Effective Date: 01st October 2025
Review Date: 01st October 2026
Version: 1.0

1. Introduction

TLH Recruitment New Zealand (“TLH”, “we”, “us”, “our”) is committed to protecting the privacy of all
candidates, clients, employees, and website users.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in
accordance with the Privacy Act 2020 and the Information Privacy Principles (IPPs).

By engaging with TLH Recruitment NZ, you agree to the practices described in this Policy.

2. Scope

This policy applies to:

  • All candidates, employees, contractors, and job applicants
  • All TLH Recruitment NZ clients and suppliers
  • Visitors to our website and digital platforms
  • All TLH Recruitment NZ staff and internal systems.

3. What Personal Information We Collect

We collect only the information necessary to provide recruitment, employment, payroll and workforce services.

3.1 Candidate Information

We may collect:

  • Full name, address, contact details
  • Date of birth and proof of identity
  • CV, work history, references, qualifications, licences
  • Right-to-work documents
  • Criminal record checks (only when lawful and with consent)
  • Medical or fitness-for-work information (when required and permitted)
  • Timesheets, payroll data, IRD and bank details
  • Emergency contact information
  • Workplace incident or safety information (if applicable)


3.2 Client Information

We may collect:

  • Business contact names and numbers
  • Worksite details, rosters, training & onboarding requirements
  • Billing and invoicing information
  • Job descriptions and recruitment needs


3.3 Website or Platform Information

We may collect:

  • IP address, browser details
    Cookies and usage statistics
    Form submissions & enquiries

4. How We Collect Personal Information

We may collect information:

  • Directly from you (email, phone, online registration, interviews)
  • Through our website, apps, or forms
  • From clients during onboarding or assignment
  • From referees or previous employers (with consent)
  • From background check providers (with consent)
  • From publicly available sources (e.g., LinkedIn)
  • Through workplace sign-in systems or job applications
  • Through incident reporting systems


You may choose not to provide information, but doing so may affect our ability to offer employment or recruitment services.

5. Why We Collect & Use Personal Information

TLH uses personal information for legitimate and lawful business purposes, including:

  • Recruitment, placement, and talent matching
  • Conducting interviews, reference checks, right-to-work checks
  • Complying with legal obligations (immigration, tax, WorkSafe NZ)
  • Managing payroll and employment records
  • Coordinating rosters, assignments, and workplace induction
  • Managing workplace safety, incidents, and insurance
  • Contacting clients and candidates
  • Improving our services, systems, and compliance processes


We will not use personal information for reasons unrelated to recruitment or employment unless required by law or with your consent.

6. Sharing and Disclosure of Personal Information

TLH may share information only when necessary and lawful, including:

6.1 With Clients (Host Employers)

To assess suitability for roles and coordinate work placements.

6.2 With Third-Party Providers

Such as:

  • Payroll and HR systems
  • Criminal record check providers
  • Training & induction platforms
  • Insurance and injury management partners
  • IT service providers or cloud storage solutions


All third parties working on our behalf must comply with the Privacy Act 2020 and TLH’s privacy standards.

6.3 When Required by Law

We may disclose information to:

  • WorkSafe New Zealand
  • Inland Revenue Department (IRD)
  • Immigration New Zealand
  • Police (when permitted)
  • Courts or tribunals


TLH never sells personal information.

7. Storage, Security, and Protection

We take all reasonable steps to secure personal information from:

  • Loss
  • Misuse
  • Unauthorised access
  • Modification
  • Disclosure


Security measures include:

  • Encrypted systems and cloud storage
  • Multi-factor authentication (MFA)
  • Access controls based on job role
  • Staff training in privacy and data protection
  • Secure destruction of physical records

8. Data Retention

We retain personal information only as long as required for business, legal, or contractual reasons.

Typical retention periods:

  • Candidate files: up to 6 years after last interaction
  • Payroll and financial records: 7 years (legal requirement)
  • Safety and incident records: as required under H&S legislation
  • Job applications: 12 months if not placed


After the retention period, data is securely destroyed or anonymised.

9. Access and Correction Rights

Under the Privacy Act 2020, you have the right to:

  • Request access to personal information we hold about you
  • Request correction of inaccurate or incomplete information


We must respond within 20 working days.

To request access or correction, contact our Privacy Officer (details below).

10. Overseas Data Storage

Some systems used by TLH may store data overseas (e.g., cloud platforms).

We ensure all providers meet the safeguards required by the Privacy Act 2020.

11. Data Breaches

If a privacy breach occurs that may cause serious harm, TLH will:

  1. Immediately assess and contain the breach
  2. Notify affected individuals as soon as practicable
  3. Notify the Office of the Privacy Commissioner (OPC)
  4. Document the incident and corrective actions

12. Your Responsibilities When Providing Personal Information

You must ensure:

  • Information provided is accurate and up to date
  • You notify TLH of any changes to your circumstances
  • You only provide information about others (e.g., referees) with their permission

13. Contact Us – Privacy Officer

If you have questions, concerns, complaints, or access requests, please contact:

Privacy Officer – TLH Recruitment New Zealand
Email: [email protected]
Phone: 0800 300 155
Address: 155 Fanshawe Street, Auckland CBD, New Zealand

14. Updates to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation or business operations.

The most current version will always be available upon request or on our website.

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