Recruitment privacy policy drafted for candidate and client data flows

A generic privacy policy can fall short once your business is collecting CVs, interview notes, referee details, placement records and client contact information across different channels. Recruitment agencies often receive information directly from candidates, through job boards, from referrals and from clients, then share parts of that information during shortlisting or placement. A dedicated policy helps explain those flows clearly. It is especially useful if you maintain candidate databases, contact passive candidates, place contractors or handle information for more than one type of hiring arrangement.

It will usually deal with what personal information you collect, where it comes from, why you hold it, how it is used during recruitment activity, who it may be disclosed to and how people can request access or correction. For recruitment businesses, that often includes candidate profiles, CVs, interview feedback, referee information, right to work or qualification records, client contacts and contractor details. It may also need to address talent pooling, future role matching, background checking processes and whether information is stored or accessed through third-party systems.

The main issue is how your business handles information in practice. For example, the wording may need to differ depending on whether you recruit for permanent roles, labour hire, executive search or contractor placements. It also matters whether you collect information through your website, job ads, referrals, video interviews or external platforms, and whether you share candidate details with multiple clients. The legal position depends on those actual practices, not just broad labels, so the policy should reflect your real workflows rather than a standard set of assumptions.

A template may be a starting point, but it often misses the detail that matters in recruitment. Candidate consent language, referee checks, talent pool retention, client disclosures and contractor onboarding can all create issues if the written policy does not match what your team is actually doing. That mismatch can become a problem if a candidate questions how their information was handled. A tailored document is useful where your agency has multiple service lines, uses several recruitment systems or shares information in different ways depending on the role or client.

Once engaged, we will gather the practical details needed for the drafting, such as how you source candidates, what information you keep, which third parties are involved and how information is shared with clients. We then prepare the privacy policy based on those instructions and your operating model. Timing can vary depending on how quickly the relevant details are provided and how complex your data flows are. The service covers the policy drafting work itself, not technical rollout, internal staff training or ongoing privacy management after delivery.

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 Recruitment Privacy Policy 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.