Privacy Policy

We collect information about you for a number of reasons. We will always comply with our obligations under the Privacy Act 1993.

What personal information do we collect?

We may collect the following personal information about you:

• Full name

• contact information such as your address, telephone number and email address;

• bank account details;

• IRD number and tax code;

• salary or wage information;

• hours and days, you are rostered to work, that you do work or do not work (as applicable) and the reason you did not work when rostered;

• the location (s) you worked at and/or team you worked with;

• your duties;

• records of employment issues such as complaints you make or complaints that are made about you or disciplinary issues;

• birth certificate or passport and/or visa details;

• medical information that may affect your ability to perform your duties or may result in an emergency situation;

• next of kin;

• records relating to any health and safety accidents or incidents you have been involved in;

• student loan or child support obligations that require action from us; and

• other personal information that you consent to from time to time.

How do we get this personal information?

We may collect this information from:

• you, directly; or

• from a recruitment agency (if you have been referred to us by one); or

• from third parties that you consent to from time to time

Why is the personal information collected, used or disclosed?

We may use or disclose your personal information for the following purposes:

• communicating with you;

• paying you correctly for the work you do (including any deductions we are required to make on your behalf) and calculating any leave you are entitled to;

• confirming you are eligible to work in New Zealand;

• our internal business requirements such as record keeping and auditing;

• complying with laws such as the Employment Relations Act 2000, Holidays Act 2003, Income Tax Act 2007, Health and Safety at Work Act 2015 (HSWA) and Immigration Act 2009;

• for other purposes you may consent to from time to time.

Who we disclose your information to

We will only disclose your information to third parties for the purposes for which the information was collected to:

• Our employees (e.g. management, Human resources) and agents in order to perform our obligations;

  • any person or entity you request or authorise us to disclose your personal information to;

  • a third party who is a Person Conducting a Business or Undertaking (as that term is defined in the HSWA) at a site you are working on;

• an external party, such as a government department or regulator, or law enforcement agency if required or authorised by law, as examples personal information about:

  • your identity, wage or salary information, hours of work, student loan or child support obligations may be disclosed to IRD;

  • your identity, contact information and immigration status may be disclosed to Immigration New Zealand if requested in relation to your eligibility to work in New Zealand;

  • your identity, contact information, the hours or days you have worked, locations you have worked at and teams you have worked with may be disclosed to the Ministry of Health if requested, for example, under the COVI D-19 Public Health Response Act 2020;

• to our customers where, as part of our ongoing work to be a good employer, we apply for registration with an ethical or social practice certification programme. The purpose of these programmes is to confirm that we comply with our obligations to you in relation to employment, wages, health and safety, human rights and immigration. In order to obtain and maintain registration we may disclose:

  • personal information about your identity, contact information, your immigration status, hours and days of work, wages, health and safety records and records of complaints you have made. Disclosure would be to an independent auditor for the purpose of confirming that your employment complies with our obligations in relation to employment, wages, health and safety, human rights and immigration; and

  • the results of audits to our customers if they have reporting obligations in relation to modern slavery laws in New Zealand or overseas. These results will be anonymised and will not contain any personal information about you.

• in addition to the above disclosures we may disclose your information where required or lawful to do so under any existing or future New Zealand law that permits or requires us to disclose information.

Protecting your information

We understand that privacy is important to you. We use reasonable steps to protect your information from misuse, interference and loss, and from unauthorised access, modification or disclosure by:

• restricting access to personal information stored on our systems and on our premises;

• requiring that our contractors and agents take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure;

• ensuring industry standard security measures are implemented such as:

  • firewalls, virus protection and password protection (where personal information is stored electronically); and

  • locked cabinets, drawers and doors (where we hold hard copies of personal information); and

  • restricting and controlling access to sites where your information is held.

How long we keep your information

We will keep your personal information for as long as necessary under the law or for the purposes for which we gathered the information. Once your personal information is no longer required, it will be destroyed.

Access and correction

You have the right to access or correct personal information we hold about you. To access or correct information, or if you believe we have breached the Privacy Act, please contact:

Deane Caughey

Phone: [06 8700 803]

Email: deane@thornhill.co.nz

If you are not satisfied with our handling of your complaint, you may lodge a complaint with privacyofficer@thornhill.co.nz or the Office of the Privacy Commissioner at:

www.privacy.org.nz

We may amend this policy from time to time, if we do, we will let you know. This policy was last updated on (01.12.2020)