Smart Waikato Trust Privacy Policy

 

Introduction 

Smart Waikato Trust respects your right to privacy and is committed to safeguarding the privacy and confidentiality of the personal information we collect from our candidates, clients and website visitors.

This policy sets out how we collect and treat your personal information.

We will only collect information that is reasonably necessary for the performance of our business and none of the information collated will be used for unlawful discrimination.

 

1. Information Collection

In order to operate our services, it is essential that we collect personal information, which will be gathered at the point at which you have registered with Smart Waikato Trust via our website, by contacting us via email or by phone or by completing an online form on our website (smartwaikato.co.nz).

 

Types of information we collect and hold:

The type of personal information that we collect, and hold is information that is reasonably necessary for the proper performance of our functions and activities.

A Work Seeker – i.e. someone who is looking for a placement or work through us; or whom we have identified as a person who might be receptive to an offer of a placement or work through us;

A Client – i.e. someone other than a Workseeker who is looking to acquire our services or whom we have identified as someone who might be interested in acquiring our services;

A Referee – i.e. a person from whom we have sought facts or opinions regarding the suitability of one of our Workseekers for work or positions through us; and who may be a Referee nominated by the Workseeker, an Employer or us.

 

When we collect personal information, we:

• Check that it is reasonably necessary for our functions or activities
• Check that it is current, complete and accurate. This will sometimes mean that we cross-check the information that we collect from you with third parties
• Record and hold your information in our Information Record System
• Retrieve your information when we need to use or disclose it for our functions and activities At that time, we check that it is current, complete, accurate and relevant. This will sometimes mean that we cross-check the information that we collect from you with third parties once again—especially if some time has passed since we last checked.

 

Subject to some exceptions, we permit you to;

• Access your personal information
• Correct your personal information
• Destroy or de-identify your personal information when it is no longer needed for any purpose for which it may be used or disclosed provided that it is lawful for us to do so.
• We will not use government related identifiers for the purpose of identifying you unless this is required by law (such as your IRD Number).

 

The type of information that we typically collect, and hold can range from personal to sensitive data, and will be requested as is necessary to assess suitability for work offers and work availability or to manage the performance in work obtained through us.

Including but not limited to:

• Personal information including contact details;
• Information about personality, character, skills, qualifications, work experience, work performance career path and preferences;
• Information submitted and obtained from Workseekers and other sources (e.g. Referees or Clients) in connection with applications for work.

 

Information that we collect, hold, use and disclose about you is typically used for:

• Work placement operations
• Recruitment functions
• Marketing services to you; but only where this is permitted and whilst you are registered with us
• Statistical purposes and statutory compliance requirements

 

How your personal information is collected:

Personal information will be collected from you directly when you fill out and submit one of our application forms, sign up to our mailing list or contact us via phone or email. By providing us with personal information, you consent to the supply of that information subject to the terms of this Privacy Policy. Smart Waikato Trust will use personal information only for the purposes that you consent to.

 

Personal information is also collected when:

• We receive or give any reference about you;
• We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body;
• You provide us with any additional information about you.
• We collect personal information about you from publicly available sources including newspapers, journals, directories, the internet and social media sites for inclusion in our records only as is reasonably necessary for the performance of our functions and activities and this information is managed in accordance with our Privacy Policy.

 

 

2. Direct Marketing

 

We may use your personal information for the purposes of direct marketing except where you have specifically requested we don’t. Where it is practicable to do so, we will obtain your consent, and you will be provided with the option to unsubscribe from direct marketing at any time. When it is not practicable to obtain consent, you will be provided with the option to unsubscribe from direct marketing once communications are sent. We market using a variety of methods including email, phone, and print.

We provide all users the option to opt out of receiving marketing material from us. Upon receipt of this request their marketing preferences are updated on our systems. If you do not wish to have your personal information used for direct marketing purposes, you may contact us and request not to receive direct marketing communications from us, at which time your marketing preferences will be updated on our systems.

 

 

3. Electronic Transactions

 

This section explains how we handle personal information collected from our website smartwaikato.co.nz and by other technology in the course of electronic transactions.

It is important that you understand that there are risks associated with use of the Internet and you should take all appropriate steps to protect your personal information

 

It is important that you:

• Know your rights: read our privacy policy, collection statement and consent to electronic transactions;
• Be careful of the information you share on the Internet;
• Make sure your anti-virus and data protection software is up to date.
• Please contact us by phone on +64 07 855 2100 if you have concerns about making contact via the Internet.

 

Sometimes, we collect personal information that individuals choose to give us via online forms or by email. For example, when individuals:

• Ask to be on an email list such as a job notification list;
• Register as a site user to access facilities on our site such as a job notification board;
• Make a written online enquiry or email us through our website;
• Submit a resume by email or through our website;
• Follow and communicate with us via social media such as Facebook and Instagram.

 

 

4. Web Browsing

 

When you come to our website (smartwaikato.co.nz), we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service. No personal information such as your name or contact details are obtained through these analytics.

 

 

5. Third party sites

 

Our site may from time to time have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites. Please be aware that Smart Waikato Trust is not responsible for the privacy practices of other such websites. We encourage our users to be aware, when they leave our website, to read the privacy statements of each and every website that collects personal identifiable information.

When you look at our website, our website host may make a record of the visit and logs (in server logs) the following information for statistical purposes:

• Your server address;
• Your top-level domain name (for example .com, .gov, .org, .au, etc);
• The pages you accessed, and documents downloaded;
• The previous site you visited and;
• The type of browser being used.

 

We do not identify users or their browsing activities.

We do not accept responsibility for the privacy policy of any other site to which our site has a hyperlink, and it is advisable to look at the privacy policy of other sites before disclosing personal information.

 

 

6. Emails

 

Our technology systems log emails received and sent. Our mass email technology systems also collect usage data such as receipts, bounce backs, open, open location and click-through rates.

When your email address is received by us because you send us a message, the email address will only be used or disclosed for the purpose for which you have provided it and it will not be added to a mailing list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.

 

 

7. Database

 

We use a database to log and record operations. This database contains the information and documentation you have provided us. Your information will only be used or disclosed as reasonably necessary for the performance of our functions and activities.

 

 

8. How your Personal Information is held

 

Smart Waikato Trust may disclose your personal information to any of our employees, officers or clients as reasonably necessary for the purposes set out in this privacy policy.

When your personal information is collected it will be held in our Information Record System until it is no longer needed for any purpose for which it may be used or disclosed, at which time it will be de-identified or destroyed provided that it is lawful for us to do so.

There are some inherent risks in the use of Internet communications and other technologies. It is important that you read the section on Electronic Transactions if you are using Internet Communications or other technologies to communicate with us.

 

 

9. General Data Protection Regulation (GDPR)

 

Smart Waikato Trust will comply with the principles of data protection set out in the GDPR for the purpose of fairness, transparency and lawful data collection and use.

• We process your personal information as a Processor and/or to the extent that we are a Controller as defined in the GDPR.
• We must establish a lawful basis for processing your personal information. The legal basis for which we collect your personal information depends on the data that we collect and how we use it.
• We will only collect your personal information with your express consent for a specific purpose and any data collected will be to the extent necessary and not excessive for its purpose.
• We will keep your data safe and secure.
• We will also process your personal information if it is necessary for our legitimate interests, or to fulfil a contractual or legal obligation.
• We process your personal information if it is necessary to protect your life or in a medical situation, it is necessary to carry out a public function, a task of public interest or if the function has a clear basis in law.
• We do not collect or process any personal information from you that is considered “Sensitive Personal Information” under the GDPR, such as personal information relating to your sexual orientation or ethnic origin unless we have obtained your explicit consent, or if it is being collected subject to and in accordance with the GDPR.

You must not provide us with your personal information if you are under the age of 16 without the consent of your parent or someone who has parental authority for you. We do not knowingly collect or process the personal information of children.

 

 

Your rights under the GDPR

You have certain rights as to how your personal information is obtained and used including the following rights:

• To be informed how your personal information is being used;
• Access your personal information (we will provide you with a free copy of it);
• To correct your personal information if it is inaccurate or incomplete;
• To delete your personal information (also known as “the right to be forgotten”);
• To restrict processing of your personal information;
• To retain and reuse your personal information for your own purposes;
• To object to your personal information being used; and
• To object against automated decision making and profiling

We may ask you to verify your identity before acting on any of your requests.

 

 

10. Information Security

 

We will take all reasonable steps to ensure the information you provide us remains secure and confidential and is only used for the performance of our activities or functions. We take a range of measures to protect your personal information from misuse, interference and loss, unauthorised access, modification or disclosure.

 

 

11. Disclosures

 

Personal Information that we hold about you is only disclosed for the primary and related purposes for which it was collected.

We may disclose your personal information for any of the purposes for which it is primarily held or for a related purpose where lawfully permitted. We may disclose your personal information where we are under a legal duty to do so, including circumstances where we are under a contractual duty to disclose information. Disclosure will usually be:

Internally and to our related entities;

To our Clients;

To Referees for suitability and screening purposes.

In addition to disclosures for general purposes, we may also disclose your personal information for purposes only related to the functions and activities of Smart Waikato Trust.

 

12. Future Changes

 

Smart Waikato Trust may update this policy considering future changes to privacy laws, technology and business practice. It is important that you check this policy regularly to ensure that you are aware of the extent of any consent, authorisation or permission you might give.