T&G Global Limited UK/EU Recruitment Privacy Statement
Privacy
Introduction
This UK & EU Recruitment / Applicant Privacy Statement (“Statement”) explains how T&G (“we”, “us”, or “our”) collects, uses, discloses, and retains personal information relating to job applicants, candidates, and individuals participating in our recruitment activities in the UK and European Union.
This Statement applies to personal data collected in connection with recruitment, hiring, and related evaluation activities, including through our careers website, application portals, recruiters, and background check providers.
T&G refers to T&G Global Limited and its majority-owned or controlled subsidiaries. For more information see Our Story page on the T&G Global website.
Personal data means any information about an identifiable individual; for example your name and address, email, and date of birth.
This Statement explains how T&G complies with the UK and European General Data Protection Regulation (referred to as the “UK GDPR” and “EU GDPR” where applicable and together as the “GDPR”) including the lawful bases on which we process personal data and the rights available to individuals under those laws.
T&G manages the personal data it holds about you in accordance with its obligations under relevant laws and regulations including the New Zealand Privacy Act 2020 and the GDPR (“Applicable Privacy Law”).
This Statement may be updated periodically. If we make any changes, then we will tell you about them by posting an updated Statement on our website. The latest version and publication date will always be clearly marked. Any changes will take effect from the date we update and post the amended Statement.
If you do not want us to collect or use your personal data as outlined in this Statement, please contact our recruitment team to discuss how we might assist.
What personal data do we collect and use and why?
| What personal data is collected? | Why? | Lawful basis |
|---|---|---|
| Name, postal address, email address, telephone number, online identifiers (“Identifiers”) | We use your Identifiers to communicate with you about the recruitment process, applications and opportunities. | Our legitimate interest to manage the recruitment process and keep candidates informed. |
| Résumé/CV, employment history, qualifications, education, references, interview notes (“Professional Information”) | We use your Professional Information to assess your skills, qualifications, and suitability for the role. | Our legitimate interest to ensure recruitment of suitable and qualified candidates. |
| Gender, ethnicity, veteran status (“Special Category Data”) | We use your Special Category Data (where you consent) to facilitate relevant reporting on our recruitment process to support our commitment to fair recruitment. | Consent which is collected from you during the recruitment process. |
| Interactions with our careers website or online application systems (“Internet Information”) | We use your Internet Information to facilitate the progress of your application and manage recruitment and hiring processes. | Our legitimate interest to manage the recruitment process and keep candidates informed. |
| Video and audio recordings of interviews where applicable and permitted by applicable law (“AV Information”) and any information provided to us as part of an interview (“Interview Information”). | We use your AV Information and Interview Information to facilitate our review of your interviews, to protect the security and integrity of our systems and operations and to progress your application. | Our legitimate interest to manage the recruitment process and keep candidates informed. |
| Information about any criminal convictions and offences or employment verification (“Background Information”) and information about your right to work such as any government ID number, citizenship or work-authorization status (“Right to Work Information”). | We use your Background Information to carry out background and reference checks, where applicable.
We use your Right to Work Information to carry out relevant checks on your right to work with us in the applicable country of employment. |
Our legitimate interest to verify the suitability and integrity of candidates. |
How and when we might collect personal data
Collection from you
We collect personal data in different ways, but most of this personal data we collect will be directly from you in circumstances where you voluntarily provide personal data to us. For example, when you:
- Apply for a job with us.
- Attend an interview in relation to a role you have applied for.
- Communicate with us in respect of an ongoing application, including by phone.
- write to us — for example, by letter, email, SMS, follow or participate in our social media.
We may also collect personal data about how you use third-party websites containing our content. You can learn more about how we collect this information in our Cookies Statement.
Collection from third parties
We may also collect personal data about you from third parties where this is permitted by law, including from:
- Recruitment platforms, where we may look to source candidates.
- Job boards, where we may identify relevant candidates.
- Recruiters and referral sources for certain roles.
- References you provide where we carry out reference checks prior to commencing employment.
- Background check providers, to the extent applicable in the relevant jurisdiction.
Where we collect personal data from someone other than you, we will take reasonable steps (including by the provision of this Statement) to notify you at or before the time of collection, or as soon as reasonably practicable afterwards, to ensure you are aware of:
- our identity and contact details;
- the purpose for which the information is collected and the applicable legal basis for processing (along with any applicable legitimate interests);
- the categories of personal data collected;
- the intended recipients of the information;
- if applicable, information about any international transfers;
- the retention period of that personal data;
- your rights in respect of that personal data; and
- the source of the personal data.
We may be legally or otherwise required to contact you for service messages which we need to send you. If you wish to stop or change the channel in which we contact you, please contact us.
Who might your personal data be disclosed to?
Depending on the product or service we provide to you, we may disclose your personal data to other parties (“Third Parties”) in certain circumstances. The Third Parties to whom we may share your personal data and the purposes for sharing are as follows:
| Purpose for sharing | Personal data shared | Organisations shared with |
|---|---|---|
| To facilitate our recruitment processes and ensure efficient hiring. | Identifiers, Professional Information, Internet Information | Service providers that support our recruitment processes (e.g. applicant tracking systems, background check providers). |
| To receive any required professional advice in respect of recruitment. | Identifiers, Professional Information, Special Category Data, AV Information, Background Information | Professional advisers (e.g. external legal & audit). |
| Where we are required by law, for example, to provide employment, or check applicable right to work checks. | Background Information, Right to Work Information | Government authorities. |
| To facilitate our recruitment and hiring processes. | Identifiers, Professional Information, Special Category Data, AV Information, Background Information, Right to Work Information | Other members of the T&G Global group of companies. |
We will not share your personal data with Third Parties other than for the purposes set out above unless one of the following conditions or reasons apply:
- the disclosure is required to fulfil any of the purposes set out in this Statement; or
- the disclosure is for our reasonable belief that such action is necessary to protect or defend the legal rights or property of T&G; or in an emergency to protect the health and safety of T&G or the general public.
We do not sell or share your personal data for cross-context behavioural advertising.
International transfers
Some of the Third Parties and members of the T&G Global group to whom we disclose personal data are located outside the UK or European Economic Area (EEA). Where we transfer personal information to a third country or international organisation, we ensure appropriate safeguards are in place, such as standard contractual clauses approved under UK GDPR or EU GDPR.
Automated decision making
We do not use your personal data for solely automated decision-making, including profiling, that produces legal or similarly significant effects, unless permitted by law and with appropriate safeguards.
Use of AI
The below statements provide details of our use of AI tools:
- We may use artificial intelligence (“AI“) tools provided by third party vendors to assist with certain business functions, including the creation of recruitment advertising content such as copy, images and videos.
- We do not use your personal data to train any AI tools.
Security
How do we secure your personal data?
We ensure there are reasonable security safeguards in place to prevent loss, misuse or disclosure of personal data.
Personal data may only be accessed by T&G employees, professional advisors, authorised third parties, and other service providers on a need-to-know basis, for the purpose(s) for which the personal data has been collected and only in support of legitimate purposes.
We will use all reasonable endeavours when selecting and engaging third parties to whom we will disclose your personal data to ensure that they meet the privacy standards required by Applicable Privacy Law.
We also take reasonable precautions to protect your personal data, including regularly assessing and addressing risks of misuse, interference, loss and unauthorised access, and conducting regular reviews and audits of our security measures.
Retention of your Personal data
How long is personal data retained?
We retain personal data for as long as necessary to fulfil the purposes for which it was collected. For the personal data described in this notice, this means we will retain your personal data for a period of one year after we have communicated to you our decision about whether to appoint you to role. We will retain your personal data for that period so that we can demonstrate (in the event of a legal claim) that we have not discriminated unfairly against candidates and that we have conducted our recruitment in a fair and transparent way. After this period, we will destroy your personal data securely in accordance with applicable law.
We may retain your personal data on file; on the basis a further opportunity may arise in the future which we may wish to consider you for. In that case, we will write to you to seek your explicit consent to retain your personal data for a fixed period on that basis.
If you believe we no longer have the right to retain your personal data, please contact us at Careers@tandg.global and we will assess your request.
Access and Correction of your Personal data
How do I access my personal data?
You have the right to:
- request confirmation of whether we hold personal data about you;
- request access to your personal data;
- request correction of any personal data that you believe is inaccurate, out of date or incomplete;
- request deletion of your personal data (“right to be forgotten”) in certain circumstances;
- request restriction of processing;
- object to processing, in certain circumstances, including direct marketing;
- request data portability; and
- withdraw your consent at any time (where processing is based on consent)
These rights apply regardless of whether the information was collected directly from you or from a third party.
We will respond to requests for access to personal data as soon as reasonably practicable and in accordance with our legal obligations. To make a request please contact us.
How can I correct my personal data?
Before using or disclosing personal data, we will take all reasonable steps to ensure it is accurate, complete, relevant, and up to date.
If you believe we hold incorrect personal data you can ask us to correct this by providing the details you believe are incorrect and any new information you would like recorded in its place. Please contact us if you would like to request a correction.
How to Exercise Your Rights
T&G Global Limited is the data controller for the purposes of the UK GDPR and EU GDPR. If you have questions or comments about this Statement, or if you wish to exercise your rights under the UK GDPR and EU GDPR (including access or correction), please contact the T&G Privacy Officer using the details below.
T&G Privacy Officer
Address: PO Box 56, Shortland Street, Auckland 1140, New Zealand
We have appointed representatives in the European Union/United Kingdom in accordance with Article 27 GDPR. Our representative is T&G Europe, 3 rue Mary Lafon, F-82130 Lafrançaise, France.
Complaints
If you want to make a complaint about how we have handled your personal data, we ask that you contact the Privacy Officer in the first instance using the details provided above, who will investigate the matter and report back to you. We may ask you to put your complaint in writing and to provide relevant details. We will respond to your complaint in a reasonable period of time, usually within 30 days. If you are still not satisfied after our response or believe we are not using your personal data in line with the law, you also have the right to complain to the regulator.
Where you are in the EU, you may contact your local Supervisory Authority – a full list of Supervisory Authorities in the EU can be found here. In the UK, the relevant regulator is the ICO, and you can make your complaint via the ICO’s website here.
Changes to This Statement
We may update this Statement from time to time. The “Last Updated” date reflects the most recent revision.