Re-Leased Software Company Limited,its subsidiaries and affiliates (collectively, “Re-Leased”, “we”, “our” or “us”) respect the privacy of our job applicants (“you”, “Applicant” or “Applicants”). This Recruitment Privacy Policy (“Policy”) describes how we collect and further process Personal Information which we collect from or about you when you apply for a job opening with us through our website
careers portal hosted by Greenhouse Software Inc. (the “Portal”), on our website at re-leased.com (our “Website”), via external recruitment agencies or otherwise (“application”). It also tells you about your rights and choices with respect to your Personal Information, and how you can contact us if you have any questions or concerns. Please read this Policy carefully so that you understand your rights in relation to your Personal Information, and how we collect, use and process your Personal Information. If you do not agree with this Policy or any part thereof, you should not proceed with your application. If you change your mind in the future, you must not proceed any further with your application and you may exercise your rights in relation to your Personal Information as set out in this Policy.
1. Personal Information We Collect
We collect Personal Information about you from different sources listed below. In this Policy, “Personal Information” means any information related to an identified or identifiable individual. This does not include information whereby personally identifiable information has been removed (such as anonymous data).
● Application information. In the course of making an application, you provide us with Personal Information, such as your name, email, address, telephone number, country, work experience and educational qualifications, copies of certificates, diplomas, or other documentation verifying the information you provide, as well as other information you choose to provide as part of your
application (such as your information in a resume, cover letter or CV (“Application Information”).
● Right to work information. In addition to Application Information, you also provide us with information required to confirm your right to work in the country for which you are applying for employment (including your nationality, national identity number and passport details) (“Right to Work Information”).
● Correspondence and other communications. When we communicate with you via a contact form on our Website, email, phone or by other means, you provide us with personal 1 information, such as your name, email and the contents and nature of your communication with us (“Communication Information”).
● Information we generate. As part of the application process, we generate Personal Information about you such as interview notes, internal communications and evaluations (“Generated Information”).
● Identifiers and usage. When you use the Portal, your IP address, other unique identifiers, information collected by cookies on your usage of the portal and potentially non-personal information about your device including model, version and operating system are automatically collected either by us or third parties (“Usage Information”).
● Information from third parties. We obtain Personal Information about you in connection with your application from third parties, such as external recruitment agencies, referees or organisations that provide background checks. This information includes Application Information, Right to Work Information and background checks to the extent permissible by applicable law, as well as any other information you make available on the public domain (such
as your LinkedIn profile) or otherwise provide to such third parties (“Third Party Information”). We also collect, use and share aggregated data such as statistical or demographic data for our purposes. Aggregated data may be derived from your Personal Information but is not Personal Information as this data will not directly or indirectly reveal your identity. However, if we combine or connect
aggregated data with your Personal Information so that it can directly or indirectly identify you, we will treat the combined data as personal information which will be used in accordance with this Policy.
2. How We Use Personal Information
We will use your Personal Information for one or more of the following purposes:
● Proceeding with the application. We use your Application Information, Generated Information and Third Party Information to identify you, verify your credentials, evaluate your application and to conduct background and reference checks. It is in our legitimate interests to process such data, in order to assess your suitability for the position for which you are applying.
● Evaluating your right to work. We use your Right to Work Information and Third Party Information in order to check your right to work in the relevant Re-Leased office location. This is done in order to fulfil our legal obligation to check that you have a right to work in the country for which you are applying.
● Creating an employment record. If we decide to make an offer of employment to you, we will use your Application Information to create an employment record as part of your contract of employment with Re-Leased. We do so in order in accordance with our contractual and precontractual obligations with respect to our future employment relationship with you.
● To communicate with you. If you contact us, or we need to correspond with you about your application, it is in our legitimate interests to use your Communication Information to communicate with you and, if applicable, support your use of the Portal in order to manage our relationship with you.
● Improving or monitoring usage of the Portal and the application process. When we conduct efficiency and recruitment efficacy analytics, we will use Usage Information relevant to such analysis. It is in our legitimate interests to ensure efficient workforce planning, and to improve the application process for Applicants. In addition, we will use your Application Information and Communication Information to send you notifications on new positions that match your qualifications or that you might be interested in. We do
so on the basis of your consent. You can opt out of such communications by emailing us at people.operations@re-leased.com.
3. Who We Share Your Information With
We disclose Personal Information about you with the following recipients and in the following circumstances:
● Vendors and service providers. We rely on vendors and service providers in order to provide the Portal and process your application, such as:
o Portal providers who we rely on for the provision and operation of the Portal, such as Greenhouse Software Inc. located in the United States;
● Background check providers. Background check providers help us verify the Personal Information you provide to us, such as X-Ref located in New Zealand.
● Referees. We provide your name and details of the position you are applying for to the referees that you provide to us to verify your identity and provide a reference;
● The Re-Leased Group. We share Personal Information about you with our affiliates and subsidiaries within the Re-Leased Group, including to our various offices located in New Zealand, Australia, United States and in the United Kingdom.
● Legal. Information about our applicants, including Personal Information, will be disclosed to law enforcement agencies, regulatory bodies, public authorities or pursuant to the exercise of legal proceedings if we are legally required to do so, or if we believe, in good faith, that such disclosure is necessary to comply with a legal obligation or request, to enforce our terms and conditions, to prevent or resolve security or technical issues, or to protect the rights, property or
safety of Re-Leased, our Applicants, a third party, or the public.
● Change of corporate ownership. If we are involved in a merger, acquisition, bankruptcy, reorganisation, partnership, asset sale or other transaction, we may disclose your Personal Information as part of that transaction.
4. Your Rights and Choices
if you are located in Europe, in certain circumstances, you have the following rights in relation to your Personal Information that we hold.
● Access. You have the right to access the Personal Information we hold about you, and to receive an explanation of how we use it and who we share it with.
● Correction. You have the right to correct any Personal Information we hold about you that is inaccurate or incomplete.
● Erasure. You have the right to request for your Personal Information to be erased or deleted.
● Object to processing. You have the right to object to our processing of your Personal Information where we are relying on a legitimate interest or if we are processing your Personal Information for direct marketing purposes.
● Restrict processing. You have a right in certain circumstances to stop us processing your Personal Information other than for storage purposes.
● Portability. You have the right to receive, in a structured, commonly used and machine-readable format, Personal Information that you have provided to us if we process it on the basis of our contract with you, or with your consent, or to request that we transfer such Personal Information to a third party.
● Withdraw consent. You have the right to withdraw any consent you previously applied to us. We will apply your preferences going forward, and this will not affect the lawfulness of processing before your consent was given. Please note that, prior to any response to the exercise of such rights, we will require you to verify your identify. In addition, we may require additional information (for example, why you believe the information we hold about you is inaccurate or incomplete) and may have valid legal reasons to refuse your request. If so, will inform you if that is the case. For more information on, or to exercise, your
rights, please email people.operations@re-leased.com.
5. Cross-Border Data Transfers
We transfer your Personal Information outside of the European Economic Area when we use the services of third parties (see Section 4. Who We Share Your Information With) and between our offices in New Zealand, Australia, United States and the United Kingdom. When we do so, we shall ensure that
relevant safeguards are in place to afford adequate protection for your Personal Information. Further details regarding the relevant safeguards can be obtained from us on request.
6. Children
We do not accept applications from children and we do not knowingly collect Personal Information from children under the age of 18. If you learn that a child has provided us with Personal Information in violation of this Policy, please contact us as indicated below.
7. Data Retention
Re-Leased stores all Personal Information for as long as necessary to fulfil the purposes set out in this Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. When deleting Personal Information, we will take measures to render such Personal Information irrecoverable or irreproducible, and the electronic files which contain Personal Information will be permanently deleted. We may want to remain in contact with you and consider you for future employment opportunities. In such an event, we will seek your consent to hold your Personal Information in order to match you with job opportunities.
8. Data Security
We use certain physical, managerial, and technical safeguards that are designed to improve the integrity and security of Personal Information that we collect and maintain. However, the transfer of Personal Information through the internet will carry its own inherent risks and we do not guarantee the security
of your data transmitted through the internet. You make any such transfer at your own risk. The Portal and Website may contain features or links to websites and services provided by third parties. Any information you provide on third-party websites or services is provided directly to the operators of such websites or services and is subject to those operators’ policies governing privacy and security, even if accessed via the Portal. We are not responsible for the content or privacy and security practices and policies of third-parties to which links or access are provided through our Website. We encourage you to learn about third parties’ privacy and security policies before providing them with your Personal Information.
9. Changes to this Policy
We will notify you of any material changes to this Policy in order to provide you with sufficient time to review such changes.
10. Feedback
If you have any questions, comments or complaints about how we process your Personal Information, please contact us at people.operations@re-leased.com. We will endeavour to respond to you as soon as possible. You may also lodge a claim with the Information Commissioner’s Office in the UK or the data
protection supervisory authority in the EU country in which you live or work, where you believe we have infringed data protection laws.
11. About Us
Re-Leased Software Company Limited is the entity responsible for the processing of your Personal Information, and is the data controller in respect of the processing of your Personal Information. If you have any questions or comments about this Policy, our privacy practices, or if you would like to exercise your rights with respect to your Personal Information, please contact us by email at people.operations@re-leased.com. Please write to us at: Re-Leased Software Company Limited, 2 Bridge Street, Ahuriri, Napier, New
Zealand.
