Terms and Conditions – Privacy Notification and Consent Statement

Introduction

In this statement, “we”, “our”, or “us” refers to Ōtorohanga District Council, including any current or future related entities. “You” or “your” refers to the individual providing consent. This statement outlines how we collect, use, store, and disclose your personal information in accordance with the Privacy Act 2020 and its Information Privacy Principles (IPPs).

Purpose of Collection

We collect your personal information to:

• Assess your suitability for employment.
• Contact you regarding current or future employment opportunities.
• Maintain employment records if your application is successful.

If your application is unsuccessful, we may retain your information to consider you for future roles unless you request otherwise. You can opt out of future contact or request deletion of your information by contacting us at hr@otodc.govt.nz

Information We Collect

We may collect the following personal information:

• Name, address, and contact details
• Resume and employment history
• Education and qualifications
• Referee details
• Results of police checks or other pre-employment vetting (with your consent)

Providing this information is voluntary, but incomplete applications may limit our ability to assess or contact you.

How Information Is Collected

Information is collected directly from you via:

• Online application forms
• Interviews and assessments
• Referee checks (only with your consent)
• Any additional pre-employment screening (e.g. police vetting, medical checks)

Under IPP 3A (effective 1 June 2025), if we collect information from third parties, we will ensure you are informed of:

• What was collected
• Why it was collected
• Who will hold it
• Your rights to access and correct it

Storage and Access

Your information is securely stored by a third-party data provider and is accessible only to authorised personnel within our organisation. You are responsible for keeping your candidate profile up to date.

Disclosure of Information

We may disclose your information to:

• Referees (with your consent)
• Recruitment service providers
• Related entities involved in the hiring process

We will not disclose your personal information to any other party without your express consent, unless required by law.

Your Rights

Under the Privacy Act 2020, you have the right to:

• Access your personal information
• Request corrections
• Be informed about how your data is used and stored

Questions or Complaints

If you have concerns about how your personal information is handled, or wish to make a complaint, please contact hr@otodc.govt.nz