Privacy Statement

This privacy statement explains how the Ministry of Education collects, uses, and stores your personal information when you apply for or accept a position with us. It also explains your rights under the Privacy Act 2020. 

You will be provided with more information about privacy when you create a Careers Centre login and, if your application is successful, at onboarding. 

What personal information is collected  

We collect the following personal information at different stages of the recruitment process: 

Application stage

  • Personal details: e.g., Name, contact information (email, phone number), and address. 
  • Job-related information: e.g., CV, employment history, qualifications, and references. 
  • Assessment and interview information: e.g., Notes from interviews, screening results, and assessments. 
  • Diversity and Inclusion information: e.g., Gender, ethnicity, disability status, and other diversity-related information (if voluntarily provided). 
  • Other information: e.g., Any additional information you provide, such as preferences, availability, or documents submitted. 


Offer stage (if you are successful)

In addition to the information you provided during the application stage, at the offer and onboarding stage we also collect:  

  • Financial information: IRD (Inland Revenue Department) number, bank account details, salary information, and other payroll-related data. 
  • Legal or compliance information: Right to work documentation, tax and national insurance information, and other legally required employment details. 
  • Emergency contact details: Emergency contact names and details. 


Why we collect your personal information 

We collect your personal information at different stages of the recruitment process for the purpose of: 

Application stage

  • Assessing your suitability for roles and job opportunities. 
  • Communicating with you regarding job applications, interviews, and recruitment updates. 
  • Verifying your qualifications and background. 
  • Complying with legal and regulatory obligations (e.g., equal opportunity monitoring and reporting). 
  • Promoting diversity and inclusion within our organisation.  
  • Considering you for future roles or positions if no immediate opportunities are available. 

Providing Diversity and inclusion data is not compulsory; this information is used to support our commitment to fostering an inclusive work environment. You may choose to opt out of providing this data, and doing so will not affect your application. 

Offer stage (if successful)

  • Processing payroll and managing tax, benefits, and other employment related tasks. 
  • Complying with legal requirements such as employment law, tax obligations and workplace safety regulations. 
  • Maintaining accurate and necessary records for employment purposes. 
  • Maintaining your user profile in Ministry business systems that you will use to complete training and/or perform your duties. 
  • Monitoring and assuring Ministry compliance with policies, processes and standards. 

When you start with the Ministry, you will be asked if you would like to opt-in to receiving communications based on the ethnicity information you provided in your application. This is voluntary and can be changed at any time.  

Information we collect about you is also used to produce workforce reporting and insights. You will only be identified in internal reporting where it is necessary for staff to know who you are so that they can do their job. 

How we collect your personal information 

In addition to the information we collect directly from you, we may collect information about you from third-party sources, with your consent. Third-party sources include: 

  • Referees. 
  • Previous employers. 
  • Background screening providers, e.g., Ministry of Justice. 
  • Professional bodies or qualification-verification services. 
  • Recruitment agencies or job platforms. 

How we keep your personal information safe 

The information you provide as part of the recruitment process and that we may collect from third-party sources will bestored securely in the Ministry’s secured systems, Human Resources Information System (HRIS) and payroll systems. 

Your information is only accessible to staff involved in the recruitment process, managing your employment, or who have another genuine business need, such as producing workforce analytics and insights. 

We store your information for as long as necessary to meet the purposes outlined in this statement. If your application is unsuccessful, we will typically keep your information for a specific period to consider you for future roles. 

If your application is successful, your information will be kept for the duration of your employment and in accordance with legal and regulatory requirements. 

Who we share your personal information with 

We may share your information with third-party service providers for purposes such as background checks, payroll processing and compliance with legal obligations. 

From time-to-time, we share identifiable information about employees with the Public Service Commission for the purposes of running the Public Service Census. 

Your rights under the Privacy Act 2020 

The Privacy Act 2020 gives you the right to access information held about you and request correction of that information if you think it is wrong.  

If you are still at application stage, or are no longer employed by the Ministry, contact: enquiries.national@education.govt.nz 

If your application was successful but you have not yet started with the Ministry, contact your hiring manager. 

If you have started with the Ministry, contact People Services.