Fonterra

At Mainland Dairy, we take the privacy of our job applicants seriously. 

When you apply for, or express interest in, a role with Mainland Dairy, you will share personal data with us. 

The purpose of this Privacy Statement for Job Applicants is to be upfront about the personal data we collect, how we use it, who we share it with and how you can exercise your privacy rights.

The commitments in this Privacy Statement for Job Applicants apply to all personal data we process related to your job application, interview and the recruitment process, whether you are applying as an employee, contractor, temporary worker, or intern. 

This Privacy Statement applies to all job applicants applying for positions in wholly owned Mainland Dairy business operations, joint ventures, non-wholly owned subsidiaries and other entities where Mainland Dairy exercises management control. 

Depending on how you are interacting with us, other privacy statements may apply. 

If you are a Mainland customer, the Mainland Dairy Group Privacy Statement will apply. 

If you are an existing Mainland Dairy employee, the Mainland Dairy Employee Privacy Statement will apply. 

When you engage with a third party through the course of your application and the recruitment process, you may share some personal data with them. We are not responsible for how other businesses manage personal data, so make sure you read the appropriate privacy policies for those third parties.

For the purposes of this Privacy Statement:
“Mainland Dairy”, “we”, “our”, or “us” means Mainland Group Holdings Limited and all our wholly owned business operations, joint ventures, non-wholly owned subsidiaries and other entities where Mainland Dairy exercises management control. It also includes the third parties who we work with to act on our behalf to manage or administer job applicant and employee services. 

“You” and “your” means the person applying for a role at Mainland Dairy.

“Personal data” means any information that identifies you, or could reasonably identify you.

“Privacy Laws” means the New Zealand Privacy Act 2020, and other privacy legislation that may apply, such as the European Union General Data Protection Regulation (GDPR), and the Privacy Act 1988 (Australia).

There may be times where we need to update or revise this Privacy Statement. We will let you know of any material changes to this Privacy Statement in advance, where possible, by posting a notice on our website. Changes to this Privacy Statement will take effect from the date it is published on our website. This Privacy Statement applies from January 2026.

Your application will create personal data: 
During the course of your application, personal data will be generated about you. For example, notes from interviews you attend, or CCTV footage if you visit one of our sites for an interview.

You have rights to your personal data, including to access, correct or update information Mainland Dairy holds about you, and you can get in touch with us using the details provided in the “Contact Us” section of this statement if you have questions or complaints.

We collect personal data directly from you, from third parties where we are permitted to or you have given authorisation for us to, and we collect personal data about you through the course of the application and onboarding process. You can refuse to provide personal data to us, but it may limit what we can do for you.

Personal data we collect from you may include:

• Your full legal name, and any previous names you may have had.
• Immigration status and documentation about your right-to-work in the country you will be employed in.
• Government-issued identification documents, such as driver license and number, passport or birth certificate. 
• Contact information, including your email address, phone number and postal address.
• Diversity data, such as gender, ethnicity, iwi, first nations people and cultural affiliations, if you choose to provide it. 
• Information about any conflicts of interest you may have.
• Details about your emergency contact nominee or next of kin, such as name, contact information and relationship to you, and any dependents you may have.
• Copy of your CV, cover letter, and any other information you provide in your application.
• Health information, where it is relevant to the role you have applied for and/or to our health and safety requirements. Depending what role you are in, information collected may include medication you take, information about medical conditions you have, and the results of any drug or alcohol tests you take at our request.
• Psychometric test responses and outcomes.
• Information you provide, and the notes we make during interviews and phone screening.
• Previous employment history, including dates, locations and job responsibilities.
• CCTV footage and photograph if you visit our sites or offices for interviews.
• Correspondence with you, such as emails, through the application and recruitment process.
• Information you provide when you engage with Mainland Dairy social media channels such as Facebook.

We may collect personal data from third parties who can confirm information you have provided us or assist us in carrying out pre-employment checks. We will generally tell you before we request information about you from third parties. 

Personal data we collect may include:

• Verification of information you have provided us. For example, your educational or professional qualifications, or your visa status/right to work for us. 
• Information provided by people you confirm can be your referees.
• Anti-money laundering information, such as politically exposed persons (PEP) screening or sanctions screening, to help us comply with our legal obligations.
• Criminal conviction information about previous, current or pending charges, or Police vetting information. 
• Confirmation of driver license classification/ status and license activity history.
• Information about any ACC claims you have made that may be relevant to your employment and your ability to perform the role safely.
• We may also collect personal data from publicly available sources, but only if it’s relevant to your application and potential employment.

We use your personal data to assess your application, determine if a role you have applied for is suitable for you, to meet our legal obligations, and to help us run our business. 

We use your personal data in the course of your application to do things like:

• Assess your ability to safely perform the role you have applied for. For example, information you provide on a pre-employment medical form helps us understand whether you can lift heavy items safely. 
• Review and verify information about your education, work history and qualifications.
• Conduct pre-employment checks that are relevant and necessary to determine your ability to carry out the role, such as psychometric testing.
• Consider the responses to questions you have answered, and other information shared with us during the recruitment process.
• Provide assistance or accommodations for requests you may have. For example, if you have a disability.
• If you have been previously employed by Mainland Dairy, we may review information retained on your employee file to understand more about whether a role is suitable for you.

We use your personal data to meet our legal obligations, and to meet our legitimate business interests, such as to:

• Meet our requirements under anti-money laundering laws, such as the Anti-Money Laundering and Countering Financing of Terrorism Act 2009.
• Conduct benchmarking, analysis, quality assurance and planning activities, including statistical and management reporting.
• Perform analytics activities, such as using tools that measure how our website is used. 
• Assess and report on diversity of our applicants and workforce.
• Determine, manage and assess risks.
• Plan, create and monitor systems and processes, such as our applicant portal.
• Investigate complaints, fraud, and breaches of our policies and standards.
• Provide required information to government agencies when we need to meet our legal requirements under certain laws, such as immigration regulations.

We may use your personal information to market roles that we think might be of interest to you. You can opt out of marketing communications at any time by clicking the unsubscribe options in the communication or contacting us.

We share your personal data with our related companies, and with some third parties.

We only share personal data when we are allowed to under New Zealand and international laws, or if the law requires us to.

We share personal data with third parties:

• When you say we can. For example, with a medical practitioner if you have a condition that may affect your ability to carry out your role safely, or you give us permission to carry out a check, such as verifying your qualifications.
• When we comply with our legal obligations, for example, if we receive an order requiring us to release information.
• If we believe that we need to share your personal data to prevent or lessen a risk to yourself, Mainland Dairy, or others.
• If we need to participate in resolving a dispute or legal matter, or we must defend or enforce our rights.
• When we engage third parties to help run our business, such as cloud storage providers, or companies or individuals who provide us specialist advice.
• In the event of a sale, merger, or assignment of any of our businesses. For example, we might share information with prospective purchasers and their advisors or transfer relevant personal data if the business is sold.

We share your personal data within our related companies, and within our company.

Personal data within Mainland Dairy is shared and accessed on a need-to-know basis. Mainland Dairy employees or agents involved in the recruitment process will have access to your personal data. This includes our People & Culture employees, hiring manager(s), interview panels and our wider Talent Acquisition team. 

If you have been previously employed by Mainland Dairy, we may review information retained on your employee file during the course of your application to understand more about whether a role is suitable for you.

Other Mainland Dairy departments may access your personal data, such as IT, Health Safety and Wellbeing, Legal/Employment Relations, and Compliance teams, to assist the recruitment team or manage your onboarding as an employee. Sensitive personal data, such as medical information, is strictly managed and has granular access controls. 

We share personal data with third parties who help us run our business and deliver our products and services, including: 

• Agencies who help support our recruitment process, such as recruitment agencies, companies who carry out background checks, and agencies that help manage digital interviews. 
• Companies and individuals who provide business services to us, such as auditors, software suppliers, or analytics agencies.
• Accountants, lawyers, and other consultants. 
• New or prospective purchasers and their advisors, in the event of a sale, merger or assignment of any of our businesses.

We share personal data with government entities, regulatory bodies and specialist agencies:

• Through the course of our everyday business activities, such as regulatory reporting. 
• If we believe that doing so will help prevent or detect a crime, fraudulent behaviour, or help to maintain the law. 
• If we believe that we need to do so to keep you or someone else safe or manage risks to Mainland Dairy or others. 
• If we need to participate in addressing any disputes or to conduct an investigation. 
• If you provide us with incorrect information, such as a false visa or qualification, we may advise legal or regulatory authorities or the relevant institution.

We share personal data with agencies and individuals where you have given us permission. For example, individuals or agencies who can verify information you have given us, or act as a reference for you.

Mainland Dairy takes steps to store your personal data securely, and to protect it from unauthorised access or disclosure. 

We store personal data in physical and electronic locations, generally in the same country as it was collected in, but we may transfer or store personal data in some other overseas locations. Most information is stored in New Zealand or Australia.

When we need to transfer personal data, store it, or access it from overseas, we have security processes or contractual measures in place to protect it in accordance with the laws of the country it is from.

We protect personal data by making sure:

• We have strict policies and processes in place to govern access to, alteration, disclosure, or use of your personal data, including within Mainland Dairy and its related companies. All Mainland Dairy employees and contractors are subject to these requirements. 
• We have physical security controls to control access to our buildings, sites and offices. 
• We have contracts with third party suppliers to make sure they look after your personal data appropriately, including deleting information when they, or we, no longer need it, and only using personal data to deliver the services required.
• We have 24/7 monitoring processes in place to detect threats and attempted attacks, such as monitoring software, CCTV for physical locations, and granular access logs. 
• Information stored electronically, such as in the cloud, is backed up regularly and encrypted. We have robust breach and incident management procedures in place.

How long we hold personal data for
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We keep your personal data for the duration of the recruitment process and for some time afterward (usually 3 months). If you become a Mainland Dairy employee, we will retain your application information for the duration of your employment and for a period of time after your employment has ended. 

Some types of data may be kept for longer, for example, if we need to comply with legal or reporting requirements. If you have questions about how long we keep specific categories of personal data, please get in touch with us.

When we no longer require personal data, we will destroy it, delete it, or anonymise it.

You have rights to your personal data, including to:

• Access personal data Mainland Dairy or its agents hold about you.
• Request correction to your personal data if you believe it is not accurate.
• Make enquiries about how Mainland Dairy manages personal data.
• Request information about how long Mainland Dairy holds categories of your personal data. 
• Make a complaint.

If you have given consent for us to process personal data for a certain purpose, you can withdraw your consent at any time. If you do so, your consent will be valid from the date you withdraw your consent. 

Under some privacy laws, you may be able to request deletion of your personal data, restrict processing of your personal data, or request your personal data be provided to you (portability). 

In the first instance, we recommend you speak with the hiring manager. You can also contact the Privacy Officer, at privacy.officer@mainlanddairy.com. Please note we may need to take steps to confirm your identity before we can respond to requests you make. 

If you are not satisfied with our response, you may make a complaint to the Office of the Privacy Commissioner, or if you are not based in New Zealand, the appropriate Data Protection Authority (or equivalent) of the jurisdiction you are located in. If you aren't sure which Data Protection Authority applies to you, please contact us using the information below.

If you have questions about how Mainland Dairy manages personal information, or would like to give feedback to us, you can contact us. 

By email:  
privacy.officer@mainlanddairy.com

By post:     
Privacy Officer
109 Fanshawe Street
Auckland 1010
New Zealand