Privacy Policy

Student Job Search Aotearoa Incorporated (SJS, we, us, our) respects your (your, you) privacy rights and is committed to ensuring that we protect and deal with your rights in accordance with the Privacy Act 2020 (Act). This Privacy Policy sets out our practices regarding the collection, use, storage, and disclosure of personal information in compliance with the Act.

In accessing or using www.sjs.co.nz, our app (website and app) and our services in general, we may collect, retain, and use your “personal information” (as that term is defined in the Act) from time to time.

Please read this Privacy Policy before using our website and app or submitting your personal information to our website and app. By creating an account with SJS or simply engaging with us over the phone, via email or by any other means, you agree to be bound by this Privacy Policy.

You may be using our website, app, or our services in general in your capacity as either:

• A student or graduate seeking job opportunities (Student(s)); or
• An individual or entity seeking to engage students (Engager(s)).

This Privacy Policy is subject to and operates in conjunction with SJS’s Rules of Conduct and our Terms and Conditions.

Collection of your personal information

Students

We may collect and retain your personal information including but not limited to your name, age, gender, ethnicity, date of birth, email address, phone number, details of and documents relating to your study or job applications such as CVs and cover letters, details of your right to work in New Zealand, details on any health conditions or disabilities, and details about any visa you may hold (such as the type of visa and date of expiry).

If you have applied for a job with an Engager that has signed up for Student Suitability Screening, we will collect personal information during our call with you, to decide on your suitability for the role.

If you perform a job for an Engager, we may contact them for feedback on you, to assess your suitability for future jobs.

Engagers

We may collect and retain your personal information including but not limited to your name, phone number, email address, address (either home or business address), and details of any organisation or entity you are associated with.

We may contact you to enquire as to whether a Student has been placed into a role, or to request feedback on a Student that you have engaged to perform a job.

Providing Feedback: If you perform a job for an Engager, they may provide feedback on your performance. This feedback will only be shared with you if the Engager gives us explicit permission to do so. Similarly, any feedback provided by Students on Engagers will only be shared with the Engager if the Student gives us permission to do so.

Students and Engagers

The above personal information may be collected in the following circumstances:

• when you complete forms on our website and app;
• when you create, modify, or use any accounts or registered user facilities available through our website and app;
• when you interact or engage with our social media accounts;
• in the course of receiving questions, comments or other communications from you;

Website and App Information

As you navigate through our website and app, certain information may be passively collected (that is, gathered without your active participation) using various technologies and means (including cookies and third party tools, for example Google Analytics). Information collected may include IP and server addresses, page views and session times (including dates and times of visits to the website and app, pages accessed and documents downloaded, operating system information, browser information, errors in our website or any application, including API endpoint error response) and actions that you take on our website or app.

We do not collect personally identifiable information from you when you browse our website and app. However, we may collect information from your device to understand how you use our website and app and to improve our services.

Our website and app information is collected by:

• using cookies
• collecting website use information; and
• analytical and tracking tools that we operate.

You may be able to disable cookies by configuring your browser settings, which may prevent your use of some of the features on our website and app.

Use of personal information

We will not use or disclose your personal information except in accordance with this Privacy Policy and the Act. The personal information we hold about you will only be used for purposes directly related to SJS’ activities, and when it is necessary for or directly related to SJS’ activities.

The personal information we collect will be used to provide services you have authorised or requested from us as either a Student or Engager, such as to:

• carry out our functions as an incorporated society and charity;
• verify your identity and assist you in case you forget your login details or password details;
• enable us to offer an effective job service and to allow Students and Engagers to connect with one another;
• communicate with you, including to respond to any questions, requests, inquiries, feedback, concerns or correspondence from you;
• provide you with information about a service that you are using (including critical updates and announcements);
• allow Engagers to advertise and market their jobs to Students;
• facilitate communication between Students and Engagers;
• undertake email marketing;
• reduce the need for you to repeatedly enter the same information;
• customise our website to suit your particular preferences and interests;
• administer and manage donations you make to us;
• manage and improve our website and any related services;
• carry out internal research and development;
• where you send a message through our website and/or app;
• analyse website usage, trends and statistics;
• perform our obligations under any contractual arrangement that we may enter into;
• with your permission, conduct Student/Engager satisfaction surveys via an independent agency to assist us better serve our clients;
• with your permission, to supply you with further information concerning products and services which may be of interest to you;
• carry out any other use that is authorised by you or is notified to you at the time of collection; and
• as otherwise permitted by law.

We may use aggregated information to improve and develop our website and app and our services, undertake statistical analysis, and meet our legal obligations. This aggregated information is not associated with any individual person and will not be used in a manner that would identify any individual personally.

Disclosure and related use of personal information

We do not sell, rent, or exchange your personal information to any third party. We will not disclose your personal information except in accordance with this Privacy Policy and the Act.

Certain limited forms of personal information (such as your name, contact details, and membership details) may be disclosed to third parties for the purposes outlined in this Privacy Policy and for directly related purposes if you have authorised us to do so in the following circumstances:

• we have given you notification of the intended use or disclosure and you have not objected to that use or disclosure;
• if you are an Engager, when we publish specific information relating to a job you have advertised on our website and app;
• if you are a Student who has applied for a job, we may provide your contact details that you have provided to us to Engagers; ; and/or
• if required for third parties to provide services to us in connection with our website and app.

In a very limited set of circumstances we will disclose your personal information without your authorization, such as when:

• you apply for Job Seeker Support Student Hardship (JSSH) benefit from the Ministry of Social Development (MSD) and MSD requests that we provide your SJS enrolment details (your personal information) in order to check your eligibility to receive the unemployment benefit;
• we are required to provide evidence of placement information to our auditors to maintain our services;
• we believe that the use or disclosure is reasonably necessary to assist a law enforcement agency or an agency responsible for national security in the performance of their functions;
• we believe that the use or disclosure is reasonably necessary to enforce any legal rights we may have, or is reasonably necessary to protect the rights, property and safety of you, us, or others; and/or
• we are required or permitted by law to disclose the information.

Your Responsibilities

For SJS to deliver an effective job service, you may be the recipient of personally identifiable information, either as a Student or Engager. It is your responsibility to treat this information in accordance with the Act. SJS will not be responsible for any actions you take that contravene the Act.

Overseas disclosure of personal information

If at any time we need to send your personal information outside of New Zealand, we will ensure that:

• obtain your express authorisation to disclose your personal information overseas unless such disclosure is required by law; and
• take steps to ensure existing contractual relationships are in place, or otherwise enter into a binding contractual relationship with an overseas party confirming that it will protect your personal information in a way that provides comparable safeguards to those provided under the Act.

Where the overseas agency may not be required to protect your personal information in a way that, overall, provides comparable safeguards to those provided under the Act, we will expressly inform you and will not disclose your personal information without your prior authorisation.

Privacy of young people

SJS recognises the need to provide further privacy protections with respect to personal information we may collect from young people and may take special precautions from time to time to protect the privacy of children in accordance with the Act and any other applicable laws.

Third party websites

Our website may contain hyperlinks to third party websites. We are not responsible for the content of such websites, or the manners in which those websites collect, store, use, and distribute any personal information you provide. When visiting a third-party website from hyperlinks displayed on our website, we encourage you to review the privacy statements of those websites so that you can understand how the personal information you provide will be will collected, stored, used, and distributed.

Retention and accuracy of personal information

In accordance with the Act, SJS may retain your personal information for the purposes it was collected or for as long as it may lawfully be used by SJS. Once it is no longer required, we will securely destroy it or otherwise delete all identifying details so that only anonymised, aggregated data is retained.

We will take steps reasonable in the circumstances to ensure that your personal information is accurate, up to date, complete, relevant, and not misleading before using or disclosing it in accordance with this Privacy Policy.

Retention Period:

• We retain aggregated information for up to 7 years. If you wish to delete your personal information at any time, you may request this by contacting us.
• If there is no activity on an account for 7 years, personal information and any uploaded documents will be automatically deleted. Three months before this automatic deletion, we will send an email notification. If no action is taken, the data will be permanently deleted.

Account Deletion:

• When a Student or Engager requests to delete their SJS account, all personally identifiable information (PII) will be anonymized. Uploaded files associated with the account will also be deleted.
• Anonymized data will not contain PII and cannot be used to identify individuals.

Storage and Security

No data transmissions over the internet are completely secure. Accordingly, we cannot ensure the security of information transmitted from or to you. However, once we have received your personal information, we will take reasonable steps to protect your personal information from loss or misuse, and against unauthorised access, use, modification, or disclosure.

If you are a registered SJS member, you are responsible for your account login details, including your email address and password. You are responsible for all actions taken using your member login. You should not share your login details with anyone else.

Accuracy and your right to access and correct your personal information

You may at any time request access to, or correction of, any personal information we hold about you by accessing or editing your 'My Profile' details on our website and app, and/or contacting our Privacy Officer at [email protected].

It is your responsibility to let us know if your personal information which we hold about you needs to be corrected or updated. Please notify us of, any changes to your personal details as soon as possible.

If SJS does not agree to make a requested correction to your personal information, you have the right to request that we attach to the information a statement of the correction sought but not made with the reason and justification for our decision.

Mandatory reporting of notifiable privacy breaches

If your personal information is involved in a privacy breach which we reasonably believe has caused or is likely to cause serious harm to you (“a Notifiable Privacy Breach”), we will inform you and any affected individuals, assess what steps should be taken in response, and report it to the Office of the Privacy Commissioner.

How to make a privacy complaint

If you have any questions, concerns, or a complaint in relation to this Privacy Policy or the protection of your personal information, please direct them to our Privacy Officer at [email protected].

The Privacy Officer will investigate any complaints that are received, and respond to you as soon as possible, and in accordance with the Act.

If you are not satisfied with how we have handled your complaint or personal information, you may also contact the Office of the Privacy Commissioner.

Changes to our Privacy Policy

We reserve the right, at our discretion, to update, change or revise this Privacy Policy, at any time. Changes to this Privacy Policy will take effect immediately once they are published on our website and app. We will provide clear notification of any material changes on the main page of our website and app with a link to the revised privacy policy. By continuing to use our website, app and/or services, you agree to any modifications that are made to this Privacy Policy.

This Privacy Policy was last updated in June 2024