Candidate Privacy Statement

Approved date: August 2025

 

1. Introduction

At Mondiale VGL, we take the privacy of our candidates seriously. When you apply for, or express interest in, a role with us, you may share personal data with us in some manner. This policy explains how we handle the data we collect, how we use it, who we share it with, and how you can exercise your privacy rights.

 

 

This policy applies to applications submitted via our career website, including via third-party systems, third parties such as recruitment agencies, job boards and other means, such as by email.

 

 

By submitting your application through these means, you are deemed to have agreed to this Candidate Privacy Statement. If you are a third party submitting an application on behalf of someone else, you will need to obtain consent of the individual before submitting their personal information.

 

 

If you have questions about our privacy practices or wish to access or request a correction to personal data we hold about you, please contact us (see ‘Contact us’ at the bottom of this statement).

 

 

There may be times where we need to update or revise this statement. We will tell you about the changes by posting an updated policy on our website (www.mondialevgl.com). These changes will apply from the date of publication, unless we specifically state otherwise.

 

 

2. Who is responsible for your personal data

Mondiale VGL and its subsidiaries are controllers of all personal data within the scope of this policy (referred to as “the Company”, “we”, “our” or “us”).

 

 

3. Information we collect

When you apply to work with us we may collect, store and use the following types of personal information about you (including by conducting pre-employment screening checks), such as:

 

 

• Your Personal Details: the personal contact information you have provided through the application process, including name, title, address, telephone number, email address, etc.

• Identify information: your driver licence details, passport and visa information, date of birth, gender, etc.

• Qualifications and employment information: the information you have provided to us in your curriculum vitae and covering letter, academic and professional qualifications, any information contained in social media profiles such as LinkedIn, Facebook or Twitter that you provide to us, any information provided to us by a former employer or referee.

• Financial information: such as bank account details, tax information, information about benefits and deductions.

• Our interactions with you: any information you provide to us during an interview or during pre-employment screening and testing.

• Pre-employment screening checks: Where required by law, or relevant to particular positions, we may need to conduct some, or all of the following pre-employment screening checks - medical

assessment, psychometric or skills testing, criminal history, credit check/bankruptcy, directorship search, company checks.

• Workplace safety and security information: If you physically visit our premises, we may collect information about you on CCTV, as part of our security and crime prevention measures. We may also collect your name and contact details, and where applicable, car registration for security and health & safety purposes, and your visiting history to our premises.

 

 

If you fail to provide information that is necessary for us to consider your application (such as evidence of work history) when requested, we may not be able to process your application further.

 

Sensitive Information

 

 

Under privacy laws, certain categories of personal information are considered particularly sensitive and therefore require additional protection. These categories include information about health, racial or ethnic origin, religious beliefs, trade union membership or your sexual orientation. Sensitive information may also include biometric data. Information concerning criminal convictions and offences is also viewed as sensitive, for example, under European data protection law. We may collect and handle your sensitive personal information when processing your application. We will ask you for your consent to collect and handle this type of personal information, to the extent required under applicable laws.

 

 

4. How we collect personal information

We may collect your personal information in a variety of ways including:

 

 

• Directly from you: such as when you complete an application for employment• From third parties: such as your nominated referees, policy vetting information or credit check scores (where this is relevant to your employment).

• From information generated during your employment: such as information about your employment status and terms of employment.

 

 

We will only collect information from third parties with your consent.

 

 

We may also obtain your contact details from publicly available sources, including content that you have made public on other social networking sites or similar sites for professional purposes to make initial contact with you for recruitment purposes. If we contact you in this way you will be given the opportunity to opt out of receiving any further information about career opportunities with us and you can subsequently opt out at any time by contacting us.

 

 

5. How we use your personal information

We may collect, use and disclose information we hold about you for the purposes of assessing your suitability for employment with Mondiale VGL. This may include:

 

 

• Deciding on your employment application, including verifying your qualifications and work history and assessing your suitability for the role/s you apply for or other roles within the Company.

• Undertaking background and reference checks, where applicable, and/or arranging medical tests.

• Corresponding with you about the recruitment process.

• Where you give your express consent, communicating with you about new job opportunities and retaining your information for talent pooling purposes.

• Retaining records related to our hiring processes for as long as there is a legitimate business purpose to do so.

• Compliance with legal or regulatory requirements, including verifying your eligibility to work.

We may use your sensitive personal information in the following ways:

• We may use information about your health and/or disability status to consider whether:

– We need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an assessment or interview; and

– Your ability to perform the role you have applied for.

• We may use information about your country of birth, race, national or ethnic origin, disability and gender for the purposes of fulfilling our legal obligations under applicable equal opportunity, diversity, and anti-discrimination laws in the countries where we operate, and for statistical reporting to monitor and promote equal opportunity in our recruitment processes.

• Providing this information is voluntary unless otherwise required by local law, and choosing not to provide it will not affect your application. This information will not be used to assess your suitability for any role.

 

 

We will only use and disclose personal information for the purpose for which it was initially collected. We may need to share your personal information internally with people who have a legitimate role in the selection of our employees (for example, members of the Human Resources team and the hiring manager). We’ll only share information when, and to the extent, it is necessary to achieve our purposes.

 

 

We may also need to share your personal information with external parties or agencies as part of the recruitment process. If personal information is provided to third parties to enable them to perform the agreed tasks, we will take reasonable measures to ensure that the supplier handles the personal information in accordance with applicable laws.

 

 

6. How we hold information and keep it secure

 

Data Security

We are committed to keeping personal information safe and secure. Some of the ways we do this include requiring employees and contractors to enter into confidentiality agreements, securing hard copy document storage, implementing security measures for access to computer systems, providing a discrete environment for confidential discussions.

 

 

We use a third-party recruitment service (currently provided by SmartRecruiters Inc) which we may replace with an alternative service, and/or an alternative service provider from time to time (the “Recruitment Service Provider”). When you submit an online application, your personal information may be stored on the Recruitment Service Provider’s database. The Recruitment Service Provider must meet stringent privacy obligations regarding access, storage and handling of your personal information. You can view the Recruitment Service Providers Candidate Privacy Policy to understand how they access, store and handle your personal information.

 

 

No data transmission over the internet or website can be guaranteed to be secure from intrusion. However, we maintain physical, electronic and procedural safeguards to protect your personal information in accordance with data protection legislative requirements.

 

 

We have put in place procedures to deal with any actual or suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

 

Data Retention

We keep records of your personal data only for as long as is necessary for the processing purpose(s) for which the information was collected, based on business needs and legal requirements. For example, we retain your personal information so that in the event of a complaint or dispute we can show that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment process in a fair and transparent way.

 

 

If you are successful in your application, you will be regarded as an employee and the information collected during your recruitment process will become part of your employment record and will be used and retained in accordance with our employee policies, including our employee privacy notice.

 

 

When personal information is no longer required, we either securely destroy it, or irreversibly anonymise the data (and we may retain and use the anonymised information).

 

 

7. Disclosure of personal information

We may permit our authorised third-party service providers and the Company’s other offices to use your personal data on our behalf for the purposes set out in this policy. Where reasonably necessary or required to do so by law, we may disclose your personal data to third parties in response to a request for assistance by law enforcement or regulator investigator, to protect your safety or to seek legal advice from the Company’s external lawyers or in connection with litigation with a third party.

 

 

When we disclose personal information in accordance with this policy it may be accessed from, transferred to, and/or stored outside the country in which you are located. In doing so, we will ensure there are adequate statutory levels of protection and/or contractual and technical measures to ensure that your personal data is processed strictly on a need-to-know basis for the purposes contained in this policy and that an appropriate level of protection is given to the personal data.

 

 

8. Automated processing

We do not carry out automated decision making or profiling in relation to your personal data unless otherwise communicated to you.

 

 

9. Your rights

You have the right to access, or correct, the personal information we hold about you to the extent permitted under applicable personal data protection laws in your country. If you would like to request access to, or correction of, your personal information that we hold, please contact us (see ‘Contact us’ at the bottom of this statement).

 

 

To the extent required by applicable law, we will provide you with access to the information we hold about you, including for the purpose of correcting or updating that information within a reasonable timeframe (or any time frame stipulated by the laws that apply to your request).

 

 

If we are permitted to withhold some of your personal information and we choose to do so, we will advise you when responding to your request. If we refuse to provide you with access to, or amend the information, to the extent required we will notify you of our reasons for the refusal and how you may complain about the refusal.

 

 

We may charge a reasonable fee for the processing of any data access request in accordance with applicable personal data protection laws in your country.

 

 

You may access your online Recruitment Service Providers account to update or withdraw applications, create new applications, activate or deactivate your registration for job alerts or deactivate your account at any time.

 

 

You also have the right to raise a complaint about our processing with the Data Protection Authority within your country, or with our privacy officer at: privacy@mondialevgl.com

 

 

10. How to contact us

If you have any questions about the way we process your personal data, or want to request access to, deletion of, or correction of your personal data held by us, or want to make a complaint about breach of your privacy rights, please contact our Privacy Officer in writing at:

 

 

Mondiale VGL, Privacy Officer PO Box 53004 Auckland 2022 New Zealand

 

 

Or by email at: privacy@mondialevgl.com

 

 

If you get in touch with us via a contact form (available at www.mondialevgl.com) or through an email address provided in relation to a vacancy, we’ll use your personal data in order to reply and answer your question(s).