Privacy Statement for Low Yim Partners Limited Executive Recruitment Providers

Effective Date: 22/9/23

At Low Yim Partners we are committed to protecting the privacy and security of your personal information. This Privacy Statement outlines our practices concerning the collection, use, and disclosure of your personal data. We are committed to complying with the Privacy Act 2020, and other applicable laws and regulations in New Zealand regarding the protection of personal information.

Low Yim Partners is a New Zealand based company and as such all terms shall be judged in accordance with New Zealand laws. In accepting any product(s) or service(s) provided by the supplier you agree to these terms and all parties agree to be bound by the non-exclusive jurisdiction of the courts of New Zealand.

1. Information We Collect

Candidates:

When you engage with us we collect and process various types of personal information to facilitate providing recruitment services. We collect this information directly from you, and from other sources, for example when you apply for a job via a job board, when you apply directly through our website, or from social media sites such as LinkedIn. The Personal Information we collect may include:

• Personal identification details e.g., your name and contact details including your email, home address and phone numbers, so that we can contact you by email, by phone or by text message.
• Your job search criteria and preferences, educational and employment history and qualifications, current and desired remuneration, referee contact details and verbal references.
• Your date of birth, evidence of your right to work in New Zealand, Drivers Licences and other documents of proof required for the recruiting process and in relation to the role you are applying for. This might include photographic details confirming information such as nationality, e.g. passports, or birth certificates or Visas.
• Bank account and IRD numbers if you work as a Contractor through Low Yim Partners
• Curriculum Vitae (CV) or Résumé.
• Interview notes and confidential assessment results.
• Correspondence and communication records.
• Aptitude and psychological assessment results and the results of background checks such as Ministry of Justice Criminal History checks.
• Other information that you, your referees or our clients provide to us.

Referees:

If you are a referee, we collect information reasonably required for us to determine a candidate’s suitability for roles recruited through us. The main types of information we collect about referees are:

• Contact details such as your email and telephone number.
• Details of your Job Title and the context with which you interacted with the candidate.
• Your confidential opinions about a candidate and their suitability for work, in relation to the role being recruited.

2. How We Use Your Information

We will only use Personal Information for the purposes for which we collected it. We disclose Personal Information where appropriate, in connection with providing recruitment services. This includes:

• Matching candidates with suitable positions.
• Assessing qualifications and suitability for specific roles.
• Contacting candidates regarding potential job opportunities.
• Verifying credentials and references.
• Communicating with clients and candidates.
• Complying with legal obligations.

3. Disclosure of Information

We may disclose Candidates’ personal information to the following parties:

• Potential employers and clients.
• Referees provided by candidates.
• Third-party service providers we use to assist with delivering our recruitment processes for example our Application Tracking System / IT providers, data storage facilities, Web servers.
• Any regulatory and government authorities as required by law e.g., Inland Revenue Department, regulatory authorities, credit reference agencies; and third parties performing employment checks, e.g., Ministry of Justice Criminal History checks.

4. Data Security

We implement robust security measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. When you submit sensitive information via the website, your information is protected both online and offline. You can verify this by looking for a lock icon in the address bar and looking for “https” at the beginning of the address of the Web page.

We store your Personal Information securely in our confidential database. Your Personal Information cannot be viewed or accessed by anyone except staff members of Low Yim Partners interviewing and assessing your suitability for the role you have applied for, or communicating with you. We do not share our database and we take all possible steps to ensure your Personal Information is protected, held secure, and remains confidential.

We regularly review and update our security practices to ensure the highest level of protection.

5. Data Retention

We retain personal information for as long as necessary to fulfil the purposes outlined in this Privacy Statement or as required by law. When data is no longer needed, it will be securely deleted.

6. Your access to and control over information

You have the right to:

• Access your personal information.
• Correct or update inaccurate or incomplete data.
• Request the deletion of your personal information (subject to our legal obligations).
• Lodge a complaint with the Privacy Commissioner

Your rights to access your personal information do not include accessing evaluative material where releasing it would breach a promise that the information, or the identity of the person who supplied it, or both, would be held in confidence e.g., confidential reference check comment.

7. Contact Information

If you have questions or concerns about our privacy practices, wish to exercise your rights, or make a complaint, please contact our Data Protection Officer:

Karen White
Low Yim Partners Limited
klw@lowyim.co.nz
021 714 559

We ask that you put your request in writing to us. We will investigate your request / complaint and will provide our response within 30 days.

8. Updates to this Privacy Statement

We may periodically update this Privacy Statement to reflect changes in practices and legal requirements. Any updates will be posted on our website, and the revised statement will indicate the effective date.

By using our services and providing your personal information to us, you consent to the practices outlined in this Privacy Statement. We encourage you to review this statement regularly to stay informed about how we handle your data.