1. Personal information we collect about our prospective and current employees
When you apply to work with us, and when you are employed with us, we collect personal information from you directly (for example, when you complete an application for employment), we collect personal information from third parties (for example, from your nominated referees), and personal information will be generated during your employment (for example, where your manager creates a development plan for you).
We need to collect this information in order to meet our obligations to you as an employer, to administer our employee’s employment, and to meet our legal obligations that we owe to our workers in respect of health and safety in the workplace.
Information we collect from you directly
The personal information we collect from you directly will usually include, but is not limited to:
- Contact information, including your name, address, email and phone number
- Education, experience and work history information and any other information you provide to us in your employment application or CV, including details of qualifications and memberships
- Health information, if it is reasonably necessary for us to obtain in relation to your employment, including information about any disabilities or other conditions that might impact on your employment or on our workplace health and safety obligations
- Psychometric testing information, where this is relevant to your employment including other pre-employment testing such as ability testing.
- Information about your immigration status and your right to work in New Zealand
- Information about any criminal convictions or pending criminal charges relating to you
- Your gender and racial or ethnic origin, for statistical purposes and promotion of equity and diversity
- Your trade union membership information, to ensure that you are employed on the correct employment agreement
- Your declaration of any conflicts of interest
- Your driver licence and / or forklift licence number, where this is relevant to your employment
- Payroll information, including your tax number and any bank account numbers you provide to us, your tax code details and details about any savings or superannuation schemes you are a part of
- Your date of birth and country of birth
- Emergency contact information, details about your next of kin, your personal phone, e mail and physical address – this information is required from you from the commencement of your employment and it is critical that you update it regularly so in the event of an emergency we can check that you are safe, and
- Your passport details, where necessary to confirm identity or to facilitate travel or for banking purposes
Information we collect from third parties
The personal information we collect from others with your consent can include, but is not limited to, information such as:
- Criminal conviction information, or Police vetting information, where this is relevant to your employment
- Information related to anti-money laundering, including a credit check, where this is relevant to your employment
- Pre-employment ability test results that we administer
- Confirmation of your academic qualifications, where this is relevant to your employment
- Health information from your medical practitioner, and other health related institutions such as ACC, including any changes to your health or medical conditions that might impact on your employment or leave entitlements or on our workplace health and safety obligations, if it is reasonably necessary for us to obtain in relation to your employment
- Results of psychometric testing via secure 3rd party providers online services – please note feedback is not provided unless you are successful in securing the role you applied for and is done at the companies discretion
- Results from pre-employment testing such as ability testing, etc. These result can be released to candidates at the companies discretion.
- Any information from your nominated referees – previous employers, academic institutes
- Identification documentation such as birth certificates, drivers licence, passport
- Work visas which are verified via the Immigration Service website
- Video screened interviews with your consent, and
- Documentation you provide as part any selection criteria role based activity.
We may also collect personal information which you have made public on any social media platforms you use, where this may be relevant to our decision to employ you, particularly when we are recruiting for senior professional roles.
The personal information that may be generated during your employment can include, but is not limited to, information such as:
- Interview notes (if you are shortlisted and interviewed for an internal role)
- Your photograph, if it is necessary for us to obtain for the purposes of your employment
- Salary and benefit information
- Personal e mail, phone number and Next of Kin (NOK) details to use in the event of absence or emergency
- Information about your employment status and terms of employment
- Information about your professional development and training
- Information about any research activities, if you are an academic employee, including research awards, research outcomes and reaching evaluation outcomes
- Performance information, including information generated during your performance reviews and on an ad hoc basis
- Information about disciplinary action, complaints or personal grievances
- Leave information, including leave taken and ongoing leave entitlements, and
information generated by your employment activities (addressed in more detail below).
Information generated by your employment activities
At times, you will generate personal information as you go about your duties as an employee. It may not always be apparent to you that this information is being generated or collected. Some examples of this are set out as follows:
Induction and ongoing training
In some instances, we may require you to complete tests after induction sessions, and beyond, in order to test your capability to undertake your role with us. There may also be data collected as we review your on-the-job competency levels.
Online meetings
In many cases, online meetings conducting internally or with external participants may be recorded to assist other unable to attend or for participants to refer back to. You will be advised as such if this is the case.
Email, internet and system use
We may monitor your email, internet, and system use to ensure that employees adhere to the requirements of our IT and security suite of policies. There should be no expectation of privacy in respect of the use of our company devices or systems, even if they are provided to you with an agreement which allows for limited or full personal use. Any information relating to your personal affairs which is stored or shared on company devices or systems will be at your own risk.
Staff videos
In some cases, you may consent to provide video footage for the purposes of internal training or provide insights to potential employees via a video platform and posted on our Applicant Tracking System, LinkedIn, Seek or other job Boards.
Employee Surveys
You may be asked to complete an annual and other employee/worker surveys for the purposes of us identifying company and function unit trends, such as to design Employee
Engagement improvement plans. We will not use or share your individual response without your specific consent and in most cases your response will not be identifiable. The responses you provided will be collated with others and a collective result only will be created and shared. Individual unidentified responses will be securely stored with a third party who has been vetted. We may store collective responses within a secure folder.
Location information
You may be required to use technology that is capable of generating location information, such as mobile phones, tablets and laptops, and company vehicles. We do not generally collect or use the location information these devices generate. However, we may collect and use location information for the purposes of ensuring your health and safety or investigating incidents, particularly while you are travelling.
Information relating to safety, security and sustainability of ZIWI sites
Where CCTV cameras are in use at any of our sites, we may collect still or video footage of your activities for safety and security purposes. We will normally let you know if CCTV cameras are in use at a site. Where we require the use of access cards for entry to any of our sites, we will collect information about your use of this access card for safety and security purposes.
Information about your use of ZIWI websites
We collect and process personal information about users of our websites and web-based services for the primary purposes of delivering any services or functionality requested by users and for improving the online experience for our users. For more information about this read Privacy policy | ZIWI Pets. We may also collect personal information when you use our wi-fi network.
Information we collect as part of talent research
Our internal recruiters collect and use publicly available contact and other information about potential employees we might want to employ in the future. We may also collect non-public personal information about potential senior professionals from sources such as SEEK Talent Search, LinkedIn search and other international Search options. We use this contact information to stay in touch with these people via our Applicant Tracking System (ATS) community. We provide the opportunity to opt out of this within the communications we send.
2. How we process personal information about our prospective and current employees
Our lawful bases for processing personal information about prospective and current employees are to meet our obligations to you as an employer, to meet our legal obligations in respect of health and safety in the workplace, and to meet our legitimate interests, including finding and attracting the best people.
How we use your information
We will use your personal information in the ways set out below. Where we need to use information in a way we have not anticipated here, we will only do so if required or permitted by law.
We may use your personal information to:
- Decide on your employment application, including verifying your qualifications and experience with referees and third parties
- Determine and process your pay and other entitlements
- Correspond with you
- Inform you about the range of facilities, services and benefits available to staff
- Inform you about opportunities to engage with and support us
- Administer your employment, including administration of any ACC requirements
- Determine your development and training requirements and provide any training needed
- Manage your performance, including conducting performance reviews
- Provide assistance to employees with disabilities on request
- Provide associated services such as security, parking and information technology
- Investigate any disciplinary issues or complaints about you or another employee
- Ensure the health and safety of any employee, and assist you in the event of an emergency
- Comply with any legal reporting and recordkeeping requirements/obligations we owe
- Conduct benchmarking, engagement and culture surveys, analyses, quality assurance and planning activities, including statistical, HR and management reporting, and set budgets and determine HR trends, need for other HR systems and policies
How we share your information
In order to meet the purposes set out above, and use it in the ways we have outlined, we must share your personal information internally with people who have a legitimate role in the recruitment, management, administration and safety of employees or the compiling of management information. We’ll only share your information when, and to the extent, it is necessary to achieve our purposes. Where we need to share information in a way we have not anticipated here, we will only do so if we obtain your consent or if we are required or permitted by law. Much of the data is electronic and is housed on platforms that have undertaken security checks ahead of selection. Their adherence to privacy and security are in accordance with the in market privacy and security laws that we operate within.
Line managers will be able to access data of staff that report directly to them or indirectly to them via their own direct report within the specified functional area or business unit.
People who may have access to your personal information include:
- Human resources staff, for the purposes of managing the recruitment and employment process
- Professional staff, for the purposes of compiling and generating internal and external management information
- Your manager and their manager up to Director level roles
- Contracted service providers which we use to perform services on its behalf (such as recruitment and course administration, payroll, banking, mailing house services, logistics and IT service providers), within and outside New Zealand (see more below), and
- Our legal advisers or other professional advisers and consultants engaged by us.
We may also need to share your personal information with external people or agencies as part of managing your employment. Where possible, we will seek your consent to disclose your personal information to third parties (for example, where we’re approached for a reference by another agency). Where this is not possible, we’ll only disclose your personal information if we have a lawful basis to do so. For example, we may share your personal information with:
- Your nominated financial institution for payment of your salary
- Your Kiwisaver or other superannuation scheme
- Government agencies, such as the Inland Revenue Department, the Ministry of Education, the Tertiary Education Commission, the Ministry of Social Development, the Ministry of Foreign Affairs and Trade, the Ministry of Business, Innovation and Employment (including Immigration New Zealand), and the Accident Compensation Corporation
- Agencies that provide salary packaging benefits to eligible and participating staff members, such as gymnasiums and car parking permits
- Agencies that provide staff benefits including automated payments for services (e.g. health insurance providers, union fees, professional body membership fees)
- In the event of an emergency, police, medical or hospital personnel, civil emergency services, your legal representative or nominated emergency contact person, or any other person assessed as necessary to respond to the emergency
- Your non identifiable remuneration package in the case of contributing data to salary surveys.
If we need to share your information with a third party that is overseas we will ensure that this complies with principle 12 of the Privacy Act 2020 or any substituting legislation
3. How We Store and Protect Your Personal Information
Storage and retention
We may use third-party service providers to store your personal information and provide us with services. This means that we may transfer personal information, or access it from, countries other than New Zealand.
We recognise that we should take care of your personal information wherever it is in the world. Where we can, we will send personal information only to countries that have adequate privacy laws in place (such as New Zealand, Australia or the EU). However, where we cannot do this, we take reasonable steps to ensure that any third-party service providers we use can meet our privacy and security expectations.
We retain your personal information only for as long we need it to perform our contractual obligations or meet our legitimate interests, or to comply with our legal obligations, including the requirement to retain information in accordance with the Employment Relations Act 2000, our tax obligations, and any other local data retention laws that may apply.
We generally retain personal information about unsuccessful applicants for professional staff positions for [2] years. We retain this information to enable us to keep in touch with them in case other suitable roles become available. We also retain personal information about temporary staff and contractors for this purpose. In the event that applicants request their information is deleted earlier than that, they may unsubscribe from the Applicant Tracking System (ATS) and have the account deleted.
Security
Wherever your personal information is stored, we take reasonable steps to ensure that it is protected against loss or unauthorised access, modification, use or disclosure. For example:
- our systems are protected by firewalls and modern encryption standards
- our systems are password protected, and access is monitored and audited
- All employees are required to adhere to the our IT and security related suite of policies
- Access to the personal information we store is limited to those staff members who have a legitimate business requirement to use it
- We make privacy and information security training available to employees
- We have a data breach management procedure in place, and
Information is backed up regularly, and backups are encrypted and held in secure storage facilities
4. Accessing and controlling your personal information
You have some important privacy rights as an employee, including the right to know what information we hold about you and the right to correct it.
Requesting a copy of your information
If you are a current employee and want to make a request for your personal information, you should contact your manager in the first instance and they will assist you with your request. If you do not feel comfortable contacting your manager about an issue, or you are not a current employee (for example, you are an unsuccessful candidate for a role), you can exercise any of these rights by contacting one of our Privacy Officers.
Hannah.Christensen@ziwipets.com or Susan.Cassidy@ziwipets.com
Please note that we need to take steps to make sure you are authorised to make requests about personal information, so we may need to verify your identity or authority before responding to your request (particularly if you are not a current employee). Once we’ve verified who you are, we’ll try and respond to your request or query as soon possible, and no later than 20 working days after we receive it.
Privacy Act 2020: http://www.legislation.govt.nz/act/public/2020/0031/latest/whole.html
Access to your information
Sometimes we might need to withhold personal information, for example where the information is legally privileged, if it includes information that has been provided to us in confidence or if it includes personal information about other people. If we need to withhold information, we’ll tell you why
Correcting your information
If you think any of the personal information we hold about you is wrong, you can ask us to correct it. If we cannot correct your information (for example, where we don’t agree that it’s wrong), we’ll tell you why. You can ask us to attach your correction request to the information as a statement of correction
Making a complaint
If you have any concerns about the way we’ve collected or processed your personal information, let us know, so we can try to put the matter right. If we can’t resolve your concerns, you can also make a complaint to the Office of the New Zealand Privacy Commissioner by:
5. Contact
For questions, further information about our handling of personal data or for contact with us in other matters, please use the below stated contact details; ZiwiPets justine.proudfoot@ziwipets.com
