1. Our Commitment to Privacy
CoLegal Limited (“CoLegal”, “we”, “us”) respects your privacy and is committed to protecting your personal information in accordance with the Privacy Act 2020 (NZ). This policy explains how we collect, use, store, share and protect your personal information.
2. About Us
We are a New Zealand recruitment consultancy specialising in the legal and legal support sectors. We collect personal information from candidates, clients, suppliers, referees, and our own employees and contractors.
3. What Information We Collect
Depending on your relationship with us, we may collect:
• Contact details (name, address, phone and email)
• CVs, employment history, qualifications and references
• Right-to-work and immigration documents
• Identification documents, such as a driver’s licence or passport
• Probity and background check results (criminal convictions, credit checks, qualification verification)
• Professional social media profiles (e.g. LinkedIn and SEEK)
• Financial and billing information, where relevant to payment
• Website and device data (e.g. IP address and pages visited), collected through cookies and analytics
If you do not provide the information we request, we may be unable to provide our services effectively, or at all.
4. How We Collect It (Direct and Indirect)
Wherever practicable, we collect personal information directly from you — for example when you register with us, send us your CV, apply for a role, attend an interview, or complete an assessment.
In line with normal recruitment practice, we also collect information about you from other sources, including:
• Background and probity check providers (e.g. Ministry of Justice, credit and qualification checks)
• Immigration New Zealand and tertiary or qualification bodies
• Work and character referees you have authorised
• Publicly accessible professional social media profiles
• Clients to whom you are assigned, in relation to employment matters such as performance, payroll, leave, and health and safety
Where we collect your information indirectly, we take reasonable steps to make you aware of this, as required by the Privacy Act 2020.
5. How We Use Your Information
We use your personal information to:
• Provide recruitment services and match candidates to suitable roles
• Carry out reference, background and right-to-work checks
• Communicate with you about roles, our services and events
• Manage payroll, billing and our client relationships
• Meet our legal and contractual obligations
• Improve, secure and protect our services
Our lawful bases for processing include your consent, our legitimate interests, contractual necessity and legal obligations.
6. Sharing Your Information
We may share your personal information with:
• Our clients (potential employers) for recruitment purposes
• Background, probity and right-to-work check providers
• Payroll and financial service providers
• IT, cloud hosting and CRM/database providers
• Email, marketing and event management providers
• AI technology providers that support our recruitment processes (see Section 7)
• Legal, regulatory and government bodies, where required
We require our service providers to keep your information confidential and to use it only for the purposes we engage them for. Some providers are located overseas (mainly in Australia and the United States). Where they are, we take reasonable steps to ensure your information is protected to a standard comparable to the Privacy Act 2020.
7. Use of AI-Assisted Tools
We use AI-assisted tools as part of our recruitment processes to work more efficiently and deliver a better experience for candidates and clients. These tools may help with tasks such as summarising candidate information, drafting job descriptions, transcribing and summarising meeting notes, and supporting recruitment communications.
Where your personal information is processed using these tools, we take reasonable steps to ensure they comply with the Privacy Act 2020 and safeguard your information. This includes:
• Using enterprise-grade AI platforms with appropriate security and privacy controls
• Ensuring your data is not used to train AI models
• Restricting access to authorised Assemble personnel only
• Ensuring all final recruitment decisions are made by our team — AI tools support our processes, they do not make decisions about candidates
We regularly review our use of AI-assisted tools to ensure they remain appropriate, secure and consistent with this policy.
8. Storing and Protecting Your Information
We take the security of your information seriously. Your data is stored in secure cloud infrastructure, protected by measures including encryption, access controls, multi-factor authentication and role-based permissions. Only authorised personnel who need your information can access it.
No system is completely secure, and transmission over the internet is at your own risk. If we experience a privacy breach, we will act in line with our breach response process and notify you and the Office of the Privacy Commissioner where required.
9. Retention
We keep your personal information only for as long as necessary for the purposes described in this policy, or as required by law. When it is no longer needed, we securely delete, destroy or anonymise it.
10. Cookies and Website Analytics
Our website may use cookies and analytics tools to understand site performance, improve your experience and support our marketing. You can manage cookies through your browser settings, although rejecting them may limit some website functionality.
11. Your Privacy Rights
You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if you think it is wrong. To make a request, or if you have any questions or concerns about this policy or how we handle your information, please contact our Privacy Officer using the details below.
12. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website, and we will update the date shown above when we make changes.
13. Contact Us
Privacy Officer
CoLegal Limited
Email: hello@colegal.co.nz
Level 25, 151 Queen Street, Auckland CBD 1010, New Zealand
We will endeavour to respond within 20 working days.