Recruitment Privacy Notice

Duncan Cotterill is committed to protecting the privacy of people who apply to work with us. This Recruitment Privacy Notice explains how we collect, use, store, and disclose personal information during the recruitment and selection process.

1. What personal information we collect

When you apply for a role with Duncan Cotterill, we may collect personal information about you, including:

  • Your name and contact details
  • Information contained in your CV, cover letter, and application materials
  • Employment history, qualifications, and professional memberships
  • Referee information and referee feedback
  • Information relevant to assessing your suitability for the role

In some circumstances, we may also collect information to meet legal or regulatory requirements, such as identity verification or criminal history checks.

2. How we collect personal information

We collect personal information:

  • Directly from you, when you apply for a role or provide information during the recruitment process; and
  • Indirectly, from third parties where appropriate and lawful, including:
    • Referees
    • Recruitment agencies
    • The Ministry of Justice (criminal record checks, where required)
    • Verification of qualifications or professional standing

Where personal information is collected indirectly, we will take reasonable steps to ensure you are notified in accordance with the Privacy Act 2020, including Information Privacy Principle 3A.

3. Why we collect personal information

We collect and use personal information for purposes connected with recruitment, including to:

  • Assess your suitability for current or future roles
  • Verify information you have provided
  • Carry out background or vetting checks where required
  • Communicate with you about your application
  • Meet legal, regulatory, and professional obligations

4. Who we share personal information with

Your personal information may be shared internally with:

  • People & Culture
  • Partners and managers involved in the recruitment process

We may also share information with trusted third parties where necessary for recruitment purposes, including recruitment agencies and vetting providers. We do not sell personal information.

5. Storage and security of information

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, or disclosure. Information is stored securely and access is restricted to those who require it for legitimate recruitment purposes.

6. How long we keep recruitment information

We retain recruitment information only for as long as reasonably necessary for recruitment purposes and to meet legal or regulatory obligations.

7. Your rights

Under the Privacy Act 2020, you have the right to:

  • Request access to personal information we hold about you; and
  • Request correction of that information if you believe it is inaccurate.

Requests can be made by contacting us using the details below.

8. Contact us

If you have questions about this Recruitment Privacy Notice or wish to make a privacy request, please contact:

Head of People & Culture, Duncan Cotterill

You may also raise concerns with the Office of the Privacy Commissioner if you are not satisfied with our response.