Last updated: 12 May 2026
This Privacy Policy describes how Howard League NZ ("we", "us", "our") collects, uses, and protects personal information through the SmartHire job platform (the "Service").
We comply with the Privacy Act 2020 and the Information Privacy Principles (IPPs) set out by the Office of the Privacy Commissioner of New Zealand.
1. Information we collect
When you use SmartHire we may collect:
- Account information — name, email address, encrypted password
- Applicant profile data — work history, skills, qualifications, expected salary, contact details, photograph, signature
- Application documents — CV, passport pages, visa documents, education certificates, skills certificates
- Employer profile data — company details, accreditation number, contact information
- Usage data — pages visited, application status, log-in times, IP address, browser type
- Communications — messages exchanged between applicants and employers through the platform
2. How we use your information
We use personal information to:
- Provide and operate the SmartHire service
- Match applicants with relevant employers and vacancies
- Communicate with you about your account, applications, and platform updates
- Allow employers to evaluate applicants who have applied for their roles
- Comply with legal obligations, including AEWV (Accredited Employer Work Visa) requirements
- Protect against fraud, abuse, and unauthorised access
- Improve our service through analytics
3. Who we share information with
We share applicant information with employers only when an applicant applies for a job posted by that employer. Employers do not have general access to our applicant database.
We do not sell personal information. We may share information with:
- Service providers — hosting providers, email delivery services, who process data on our behalf and are bound by confidentiality
- Immigration New Zealand — where required for AEWV compliance or in response to lawful requests
- Law enforcement — where compelled by lawful order
4. Document security
Application documents (CVs, passport scans, visa pages, signatures) are stored securely with restricted access. Once an applicant uploads a document, an employer who is reviewing the applicant's application can view it. Administrators may "lock" documents to prevent accidental deletion. Documents are not shared with third parties outside the recruitment process.
5. Cookies
We use essential cookies to keep you signed in and to maintain your session. We do not use third-party advertising cookies on SmartHire.
6. Your rights
Under the Privacy Act 2020 you have the right to:
- Access the personal information we hold about you
- Correct information that is inaccurate or out of date
- Request deletion of your account and associated data
- Withdraw consent for non-essential processing
- Complain to the Office of the Privacy Commissioner — www.privacy.org.nz
7. Data retention
We retain account information for as long as your account is active. Applications, including documents, are retained for the duration of the recruitment process and for a reasonable period afterwards to demonstrate compliance with AEWV and employment law. You may request deletion of your account at any time by contacting us.
8. Children
SmartHire is not directed at people under 16. We do not knowingly collect personal information from children.
9. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top of this page shows when it was most recently revised. Continued use of SmartHire after a change indicates acceptance of the revised policy.
10. Contact us about privacy
If you have questions about this policy or wish to exercise any rights described above, please email info@howardleague.co.nz.
This privacy policy is a starting template. Howard League NZ is responsible for ensuring it accurately reflects your practices. We strongly recommend reviewing with legal counsel before relying on this as your published policy.