Applicant and candidate privacy statement

You can browse this website without the need to disclose any personal information, but when you apply for, or express interest in a role with Waka Kotahi NZ Transport Agency, we will ask you to provide us with personal information about yourself so that we can evaluate your application. This Privacy Statement explains what personal information we collect, how we use it, who we share it with, and how you can exercise your privacy rights.

For the purposes of this Privacy Statement personal information means any information about an identifiable individual, which may include information about other individuals such as references or emergency contacts.

Information about companies is not personal information. However, information about individuals acting as sole traders, employees, partners, and company directors where they are individually identifiable, and the information relates to them as an individual may constitute personal information.

You are responsible for the information you provide to Waka Kotahi and that it is honest, truthful, accurate and not misleading in any way. If you provide information concerning any other person such as individuals you provide as references, you are responsible for ensuring that they consent to Waka Kotahi collecting and processing their information as described in this Privacy Statement.

The kind of personal information we collect

  • Name, identity and contact details, such as your name, address, date or birth, email address, telephone number, driver licence information and other contact information
  • Employment details, such as your employment background, including position, work experience, employment references,
  • Background information, such as your educational background including qualifications, criminal background (where relevant to your position and as permitted by law), visa/right to work status,
  • Any other information in your application that you choose to share with us, such as personal preference, hobbies, social preferences etc

We may also collect certain information such as that related to gender, ethnicity and disability to report on the demographics of our candidate pool. This information is voluntary and if you provide us with this information, it will not be considered in the hiring or selection process. If you are successfully appointed to the role and become an employee of Waka Kotahi, this information will be available on your worker profile for you to update and will also be visible to your people leader.

If you get in touch with us via a contact form on our website or through an email address provided in relation to a vacancy, we may also record the questions you have asked and the answers we have provided throughout the course of any recruitment process, for monitoring and record keeping purposes.

We may also rely on third parties such as recruitment agencies, background checking, your nominated references and immigration agencies to provide information about you and we do so on the basis that they either have your consent or another legal basis that allows them to provide that information to us.

How we collect your information

Through your communication with us, such as phone calls, emails, letters, or other records of any contact or correspondence with us (including any correspondence and other submissions made directly on our website or to us via another third party platform, for example, a job seeker website.

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 for security, health and safety purposes, and your visiting history to our premises, and to provide facilities such as wifi (which will be on the terms and conditions notified to you at the time).

We may also obtain information about you from other sources, such as recruitment agencies and other third parties that may relate to your interactions with us.

What we do with your information

We’ll use your personal information for the following purposes:

  • Communicate with you and to inform you of the current status of your application and future opportunities
  • Evaluate whether your qualifications and professional profile meet the requirements of the vacancy you have applied for.
  • Reply and respond to any enquiries you have made
  • General human resources administration and management (if you become a Waka Kotahi employee)
  • Application analysis such as verification of your employment reference(s) that you have provided, background checks and related assessments
  • Compliance with corporate governance and legal requirements (for example, to monitor diversity requirements)

Accounts and profiles

In this section the following terms have these corresponding meanings

Candidate Home Account is an account you may create when you apply for a position at Waka Kotahi.

Candidate Profile is information Waka Kotahi holds about you when you apply for a position at Waka Kotahi.

When you apply for a position at Waka Kotahi you are given an option to create a Candidate Home Account. You don’t have to create a home account and you may still submit your application without creating one, but if you do, you will be able to use it to track your application progress, set up alerts to receive notice of other positions at Waka Kotahi when they become available and see the details of any previous positions at Waka Kotahi you have applied for.

If you are successful with your application and you are offered a position at Waka Kotahi, you will be required to create a Candidate Home Account as this is the channel through which we will securely provide you with your offer letter and other documents related to your employment.

When you apply for a position at Waka Kotahi we will also create a Candidate profile. We do this to enable us to communicate with you about other employment opportunities at Waka Kotahi and so that we can investigate and respond to any questions or concerns raised with us in relation to appointments.

If your application is successful and you are offered a position at Waka Kotahi, a Worker profile will be created you which will support employment processes and the management of your employment throughout your time with Waka Kotahi. You will also be able to access and receive information and communication relevant to your employment at Waka Kotahi through your worker profile.

Who has access to your information?

Within Waka Kotahi

Only those Waka Kotahi employees or agents acting on our behalf that are involved in the human resources processes will have access to your information. Access is only to the extent necessary to fulfil their respective tasks. This includes our Talent Acquisition Team, Human Resources Team, Hiring Managers and interview panels.

Your personal information may be accessed by other relevant Waka Kotahi employees such as those with technology, legal and risk assurance responsibilities, but only to the extent necessary to perform their jobs.

All Waka Kotahi employees must comply with our policies that cover the access and use of personal information.

External parties

We use Workday as our human resources management system and this means that Workday Inc, a company with its headquarters in California USA may have access to your information for support purposes only. Your information will be processed and managed by Workday in accordance with our instructions and with its privacy policy.

Workday privacy policy(external link)

We may use other third parties to support our recruitment process and other human resources functions. These include but are not limited to recruitment agencies, human resources systems service providers, background checking agencies, and digital interview services. These third parties may have access to your information when relevant to ensure that we can complete our recruitment process.

When external parties are given access to your personal data, we take contractual, technical and organisational measures to ensure that they agree to process your information only to the extent that it is necessary and in compliance with applicable law.

Some of our external service providers may store your information in other countries and where so, we take measures to ensure that your information is protected at least to the same standard as that under New Zealand’s Privacy Act.

We will only provide your information to regulatory bodies and/or investigating authorities if we are obliged to do so by law or regulation, or if you have provided instructions to us to allow this information to be disclosed.

If you provide us with false information, such as a false visa or qualification, we may choose to share this information with legal/regulatory authorities or the relevant educational institution.

How is your information secured?

We take reasonable steps to ensure the personal information we hold is protected against loss, unauthorised access and disclosure or any other misuse in accordance with the Privacy Act 2020, including information stored or processed by our third-party providers. We require our service providers to maintain appropriate organisational and technical measures to protect the security and confidentiality of any personal information we collect from you.

How long will we retain your information?

We will keep your personal data for as long as it is required for the purpose it was provided, taking into account our need to answer queries or resolve problems, provide improved and new services, and comply with legal requirements.

This means we may retain your information for up to two years after your last interaction with us. When the personal information that we have is no longer required or is not required to be retained by law, we will destroy, delete or permanently anonymise it.

You may request that information that we hold about you as a Candidate be deleted at any time. If you have created a Candidate Home Account, you can submit a request to delete your information

If you do not have a Candidate Home Account you may request your information to be deleted by sending an email to

How can you exercise your privacy rights?

You have the right to request access to and correction of any personal information we hold about you. Should you wish to exercise these rights please contact Waka Kotahi NZ Transport Agency, Private Bag 11777, Palmerston North 4442 or email