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Applicant Candidate and Employee Privacy Statement
You can browse the Ministry of Health Jobs website without the need to disclose any personal information.
When you apply for, or express interest in a role with the Ministry of Health (the Ministry) as a candidate, we will ask you to provide us with personal information about yourself so that we can evaluate your application. If you become an Employee of the Ministry, we will request and manage additional personal information about you. This Privacy Statement explains what personal information we collect, how we use it, who we share it with, and how you can exercise your privacy rights as a Candidate and as an Employee.
Personal information
This means any information about an identifiable individual. This may include information about you, and about other individuals such as references, or emergency contacts related to your interactions with the Ministry.
Your responsibilities
You are responsible for the information you provide to the Ministry as a Candidate and Employee and must ensure that it is honest, truthful, accurate and not misleading in any way. If you provide information concerning any other person such as individuals you provide as references, or emergency contacts, you are responsible for ensuring that they agree to the Ministry collecting and processing their information as described in this Privacy Statement.
The kind of personal information we collect
In order for us to process your Candidate Application you must provide us with some information and authorise us to check some of that information. This includes:
- Your name, date of birth, identity and contact details, such as your address, email address, telephone number, driver licence information or other identifiers
- Names and contact information of people you supply to us such as an emergency contact person or referee
- Employment details, such as your employment background, including position, work experience, employment references
- Background information, such as your educational background including qualifications, criminal background (where relevant to your position), visa/right to work status
- The questions you have asked (via website form or through our email address or by phone) in relation to a vacancy, including the answers we have provided throughout the course of any recruitment process, for monitoring and record keeping purposes.
If you wish you may also provide us with the following information:
- Any other information in your application that you choose to share with us, such as personal preference, hobbies, social preferences etc
- Information related to gender, ethnicity and disability to report on the demographics of our candidate pool. Providing this information is voluntary and if you provide us with this information, it will not be considered in the hiring or selection process.
If you are successfully appointed to a role and become an Employee of the Ministry, your personal information will be available on your Worker Profile. You will be able to update this, and it will also be visible to your people leader.
How we collect your information
We collect information through your communication with us, such as webform submission, phone calls, emails, letters, or other records of any contact or correspondence with us.
We may also rely on third parties such as recruitment agencies, background checking, your nominated references and immigration or Police agencies to provide information about you. We do so on the basis that we either have your agreement that they provide information to us, or another legal basis that allows them to provide that information to us.
If you physically visit our premises, we may collect information about you on CCTV as part of our security and crime prevention measures. We may also collect your name and contact details for security, health and safety purposes, and your visiting history to our premises, and to provide facilities such as wifi (which will be on the terms and conditions notified to you at the time).
What we do with your information
We will use your personal information for the following purposes:
- Create a Candidate Profile when you apply to us, and to communicate with you and to inform you of the current status of your application and future opportunities
- Evaluate whether your qualifications and professional profile meet the requirements of the vacancy you have applied for
- Respond to any enquiries you have made
- Application analysis such as verification of your employment reference(s) that you have provided, criminal and immigration status and other background checks and related assessments. We will rely on third parties to support these activities
- Compliance with corporate governance and legal requirements (for example, to monitor diversity requirements)
- General human resources administration and management (if you become a Ministry employee) including creation of a Worker Profile, to manage your employment and communicate with you.
Who has access to your information?
Within the Ministry
Only those Ministry employees or agents acting on our behalf that are involved in the human resources processes will have access to your information. Access is only to the extent necessary to fulfil their respective tasks. This includes our Recruitment and HR Advisory Teams, Hiring Managers and interview panels.
Your personal information may be accessed by other relevant Ministry employees such as those with technology, legal and risk assurance responsibilities, but only to the extent necessary to perform their jobs.
All Ministry employees must comply with our policies that cover the access and use of personal information.
External parties
We use Workday as our human resources management system and this means that Workday Inc, a company with its headquarters in California USA, will be managing your information to support Ministry processes in an IT system for that purpose. Your information will be processed and managed by a Workday instance; on an Australian data centre, in accordance with our instructions and with its privacy policy.
We may use other third parties to support our recruitment process and other human resources functions. These include but are not limited to recruitment agencies, human resources systems service providers, background checking agencies, and digital interview services. These third parties may have access to your information when relevant to ensure that we can complete our recruitment processes.
We will disclose your information for checking when we have advised how we will use that information (such as for criminal, immigration or qualification checks) in our application processes.
We will only provide your information to regulatory bodies and/or investigating authorities if we are obliged to do so by law or regulation. If you provide us with false information, such as a false visa or qualification, we may share this information with legal/regulatory authorities or the relevant educational institution.
How is your information secured?
We take reasonable steps to ensure the personal information we hold is protected against loss, unauthorised access and disclosure or any other misuse in accordance with the Privacy Act 2020, including information stored or processed by our third-party providers. We require our service providers to maintain appropriate organisational and technical measures to protect the security and confidentiality of any personal information we collect from you. We take contractual, technical and organisational measures to ensure that third parties agree to process your information only to the extent that it is necessary and in compliance with applicable law.
Some of our external service providers may store your information in other countries. If so, we take measures to ensure that your information is protected at least to the same standard as that under New Zealand’s Privacy Act.
How long will we retain your information?
We will keep your information for as long as it is lawfully required.
Employee information
We will retain information about your employment (including any related Candidate Application) for the purpose it was provided, considering our need to answer queries or resolve problems, provide improved and new services, and to comply with legal requirements (which may require retention for a minimum of seven years for some information).
Candidate information
We may retain your Candidate Application information for up to two years after your last interaction with us. When the information is no longer required or is not required to be retained by law, we will destroy, delete or permanently anonymise it.
If you are not an Employee you may request your Candidate Application information, be deleted at any time by sending an email to [email protected] or by using your Candidate Home Account.
Workday general privacy
All other website and general privacy concerns including cookies and tracking are listed and handled under the Workday Privacy Statement.
Organisation Privacy Statement
Information about how the Ministry of Health collects and uses personal information is available in our Organisation Privacy Statement.
