Last Updated: May 2025. Previous versions are available on request.
1. Our Commitment to Privacy
Tribe Group respects your privacy and is committed to protecting your personal information in accordance with the Privacy Act 2020 (NZ). We are also committed to upholding Māori Data Sovereignty principles in accordance with Te Tiriti o Waitangi. This policy outlines how we collect, use, store, and protect your data, including how we use AI responsibly.
2. Who We Are
We are a recruitment business. We collect personal data from:
- Candidates (permanent, contract, or temporary)
- Clients and prospective clients
- Suppliers and service providers
- Tribe Group employees and contractors.
3. What Personal Information We Collect
We collect data through interviews, forms, websites, emails, calls, public profiles, third-party checks, and other legitimate means. This may include:
- Contact information (name, email, phone, address)
- CVs, work history, qualifications, and references
- Immigration documents and confirmation of your right to work in New Zealand
- Identification documents such as driver's licence or passport
- Background checks (criminal, credit, education)
- Professional online profiles (e.g. LinkedIn)
- Financial information (if relevant to payment or contracts).
If you do not provide requested information, we may be unable to progress your application or deliver services.
4. How We Use Your Data
We use your data to:
- Provide recruitment and career services
- Match candidates to job opportunities
- Fulfil contractual and legal obligations
- Communicate job-related updates or events
- Improve services through technology, including AI.
Our lawful bases for processing include legitimate interests, contractual necessity, consent, and legal obligations.
5. Māori Data Sovereignty
Tribe Group acknowledges Te Tiriti o Waitangi and upholds the principles of Māori Data Sovereignty. We recognise that Māori data is a taonga and that Māori have the right to exercise authority and control over data relating to Māori, as individuals and as collectives.
Where we collect or process data related to Māori candidates, clients, or communities, through our Tau Mai or Tribe brands. We commit to:
- Consultation: Engaging with Māori stakeholders when designing or implementing data practices that significantly involve Māori data
- Protection: Treating Māori personal and cultural data with care, recognising it may carry spiritual, cultural, and collective significance
- Ownership and Control: Supporting the principle that Māori data should be governed by Māori and used in ways that benefit Māori communities
- Transparency: Clearly communicating how Māori data will be collected, used, and stored
- Access and Redress: Enabling Māori individuals to access their data and to raise concerns or objections where appropriate
- Data Storage and Breach Response: Ensuring Māori data is stored securely, and that any breaches involving Māori data are addressed promptly, respectfully, and with consideration for both the individual and the collective impacted.
This approach aligns with the principles of Te Mana Raraunga and is consistent with our commitment to cultural respect, inclusion, and equity in recruitment.
6. Use of Artificial Intelligence (AI)
We use AI tools (e.g. CV parsing, candidate-job matching, communication assistants) to improve recruitment efficiency and experience. These tools:
- Are used under human oversight
- Do not make legally binding or automated decisions without review
- Enhance, but do not replace, consultant judgment.
You have the right to object to the use of AI in your individual case, where appropriate.
Our legal basis for AI use is legitimate interest or contractual necessity, depending on context.
7. Sharing Your Information
We may share your personal information with:
- Clients (for recruitment and interview purposes)
- Compliance and background check partners (e.g. criminal record, credit history, or education verification services)
- Payroll and financial service providers
- IT and cloud storage service providers (e.g. email, CRM, or database platforms)
- Marketing and event management partners
- Legal, financial, and regulatory bodies where disclosure is required.
Where data is required to be shared internationally, we ensure safeguards are in place such as:
- Contractual protections
- Agreements with overseas recipients that offer comparable safeguards to NZ law.
Where specific or high-risk providers are used, we will name them in this policy or make that information available upon request.
8. Data Storage & Security
Your data is securely stored in cloud infrastructure located in Australia, using:
- Encryption and access controls
- Role-based permissions
- Regular security reviews
We cannot guarantee online transmission security but use robust controls once data is received.
If we experience a data breach, we will act in line with our internal breach protocol and notify you and the Office of the Privacy Commissioner if required.
9. Data Retention
We only keep data for as long as needed. If we’ve had no contact with you for 5–7 years (depending on the context), we securely delete your information.
We may:
- Archive or pseudonymise your data
- Retain financial records separately
- Avoid re-uploading data if you request erasure.
10. Cookies & Tracking
Our website may use cookies or analytics tools to:
- Understand site performance
- Improve user experience
- Deliver targeted content.
You can manage cookie settings through your browser.
11. Spam & Impersonation
If you’re contacted by someone pretending to be from Tribe Group, report it to marketing@tribegroup.com. We maintain an internal process for managing impersonation and reporting fake accounts.
12. Your Rights
You have the right to:
- Access your personal data
- Request correction or deletion
- Restrict or object to processing (including marketing)
- Withdraw consent (where applicable)
- Request human intervention for AI-assisted processes.
To exercise your rights, contact knowledge@tribegroup.com.
13. Complaints
If you're unhappy with how your data has been handled, contact our Privacy Officer at the above email. Māori candidates or clients with data concerns relating to cultural sensitivity or Māori data governance may also contact us directly via the above email for culturally appropriate support. Tribe Group’s Privacy Officer is the Head of Technology, Enablement & Experience, who is responsible for overseeing compliance with this policy.
If unresolved, you may raise concerns with the Office of the Privacy Commissioner via www.privacy.org.nz.
14. Changes to This Policy
We may update this policy from time to time. Changes will be posted on our website and, if significant, emailed to you. Please check periodically for updates.
15. Contact
For questions or concerns about this policy, contact: knowledge@tribegroup.com
+64 9 557 1385