A client privacy policy that matches HR data handling

A common issue is using a generic website privacy policy that does not reflect the way an HR consultancy actually handles information. Many firms receive CVs, interview notes, reference checks, payroll details, performance material or complaint information on behalf of clients, yet their policy only describes basic website enquiries. That gap matters because the legal position depends on the way the business handles information in practice. A policy that matches your real workflows is more useful than a broad template that ignores recruitment, advisory or outsourced people operations work.

It will usually explain what personal information your consultancy collects, why it is collected, how it is used, when it may be disclosed, how people can request access or correction, and how privacy enquiries are handled. For HR consultancies, the detail often turns on whether you deal with candidate screening, employee relations matters, client HR systems, subcontractors or cloud software providers. If you receive information from clients about their staff, that can affect the wording. The final document is drafted to reflect those practical data flows rather than a one-size-fits-all description.

We will usually need a practical picture of your consultancy's services and information handling. That may include whether you recruit, run investigations, provide outsourced HR support, manage performance processes, collect referee details, or access client HR platforms. We may also ask how enquiries come in through your website, what software tools you use, whether information is shared with clients or third parties, and whether you hold sensitive employment-related records. Those details shape the wording, because the right approach depends on the documents and factual context.

You can, but templates often miss the parts that matter most for HR consultancies. A standard template may describe general website data collection but say little about candidate shortlists, interview feedback, workplace investigation material, psychometric testing, or client instructions about employee records. If your public policy does not line up with your actual practices, that can create unnecessary risk and confusion. A tailored document is usually more appropriate where your consultancy handles sensitive people information or shares information across clients, contractors and software providers.

Timing depends on how quickly we receive clear instructions about your services, data sources and systems. Once we have the information needed, we draft the policy and come back to you with the document for review and any follow-up questions. If your consultancy has multiple service lines, such as recruitment plus outsourced HR support, that can affect timing because the wording may need to cover several data scenarios. This service covers the policy drafting work itself. It does not include ongoing privacy officer support, technical rollout or staff training.

Just submit an enquiry via this page or click the 'get started' button on our website to submit an enquiry. After you've submitted an enquiry, one of our legal consultants will review your enquiry within 1 business day and get in touch to get a better idea of exactly what you are looking for.

Then your legal consultant will send through an email with a bit more information about the services you need, along with a fixed fee quote setting out costs, scope of the service and timing. Have a read through it, and if you're happy with the scope, you can accept and sign our engagement letter online - easy!

Once you've formally accepted, we'll connect you with a specialist lawyer and they will work with you to complete your project. They will contact you by email or phone if they need to get in touch.

Sprintlaw works on fixed-fee pricing wherever possible, so you can review the scope and cost before you decide whether to proceed. For the Client Privacy Policy For HR Consultancies service, pricing starts from $900.00.

After you enquire, a legal consultant will confirm what is included, the expected timing and whether any extra work is needed before you engage us.

We operate completely online, which means we can help you wherever you are in New Zealand. We have office spaces in Sydney, and in Melbourne, but our use of technology allows our team members to work remotely from around the world. Our legal team are mostly based in Sydney, Melbourne, Brisbane and Perth. We also have a London office for Sprintlaw UK.

Our legal team is made up of experienced lawyers, who are specialists in various areas of law and hold an Australian legal practising certificate. None of our Sprintlaw lawyers are New Zealand qualified lawyers and they do not currently hold a New Zealand practising certificate.

They provide legal services working remotely from Australia via our 'legal consultancy' model, through which (under section 6 and section 35 of the New Zealand Lawyers and Conveyancers Act 2006) our Australian legal team are permitted to provide legal services to New Zealand businesses provided they do not provide services in certain 'reserved' areas of law. You can read our FAQ page to learn a bit more about our 'legal consultancy' model.

Given the strong similarities between Australian and New Zealand law, and the areas of law in which we practice (being small business and startup law), we do not view the fact that our lawyers have not qualified in New Zealand as having any substantive impact on the quality of our service. We are committed to ensuring that we provide high quality, affordable legal services to all our New Zealand clients.

Our legal team have all trained at leading firms, but have left the traditional corporate law world to join us on our mission to create a new and better way of delivering legal services. They have specialist expertise in technology law, intellectual property law, contract drafting and review, corporate law and commercial law.