Privacy policy | Kiwi Farming UK & NZ

This policy is a starting template. Legal entity names and registration details shown in [brackets] must be completed by Kiwi Farming before relying on it.

1. Who we are

“Kiwi Farming”, “we” and “us” mean Kiwi Farming UK & NZ (Kiwi Farming Enterprises), operating in New Zealand as [NZ legal entity name, NZBN] at 6 Gordon Street, Dannevirke 4930, New Zealand, and in the United Kingdom as [UK legal entity name, company number] at Mackadown Ln, Birmingham B33 0LD, United Kingdom.

For the United Kingdom, [UK legal entity] is the data controller. [ICO registration number, if applicable.] For New Zealand, our Privacy Officer can be contacted at info@kiwifarming.uk.

2. Information we collect

Website enquiries: name, email, phone (optional) and your message.
Job applicants: contact details, nationality, country of residence, visa or right-to-work status, experience, your CV and interview notes and scores.
Workers: identity and passport details, visa and right-to-work records, tax identifiers (IRD number in NZ, National Insurance number in the UK), bank details, KiwiSaver or workplace pension status, emergency contacts, contracts, rosters, timesheets, pay records, leave, accommodation and transport arrangements, health and safety inductions and incident reports.
Technical data: IP address and essential session cookies needed for forms and secure logins. We do not use advertising or tracking cookies.

3. Why we use it (and our lawful bases)

To answer enquiries — legitimate interests.
To assess applications and arrange interviews — steps prior to entering a contract, and legitimate interests.
To employ or place workers, pay them correctly and keep required wage, time, tax and holiday records — contract and legal obligation.
To check the right to work and visa conditions — legal obligation.
To keep people safe and meet health and safety duties (including WorkSafe notifications in NZ and RIDDOR reporting in the UK) — legal obligation and vital interests.

Under the New Zealand Privacy Act 2020 we only collect information for lawful purposes connected with our business and, where practicable, directly from you.

4. Who we share it with

Only where needed: partner farms where you are placed (limited to what they need to manage your work), payroll and accounting providers, immigration authorities (Immigration New Zealand, UK Home Office), tax authorities (Inland Revenue, HMRC), KiwiSaver and pension providers, health and safety regulators, our IT and hosting providers, and where required by law. We never sell personal information.

5. International transfers

Because we operate in both New Zealand and the United Kingdom, information may be accessed by our teams in both countries. The UK recognises New Zealand as providing adequate data protection, and we protect information in line with NZ Information Privacy Principle 12 when sending it overseas.

6. How long we keep it

Unsuccessful applications: up to 12 months, unless you ask us to delete sooner or agree to us keeping you on file for future seasons.
Wage, time, holiday and leave records: at least 6 years (NZ) and as required by HMRC (UK — generally at least 3 years after the tax year, often 6).
Right-to-work check copies (UK): for the employment and 2 years after it ends.
Incident records: as required by health and safety law.

7. Security

Our portals use encrypted connections, hashed passwords, role-based access and an audit log. Sensitive identifiers (such as passport, IRD, NI and bank numbers) are encrypted in our database, and uploaded documents are stored outside the public website.

8. Your rights

New Zealand: you can ask to access and correct personal information we hold about you. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner (privacy.org.nz).

United Kingdom: you have the right to access, rectify, erase, restrict or object to processing, and to data portability where applicable. You can complain to the Information Commissioner’s Office (ico.org.uk), though we would appreciate the chance to resolve your concern first.

To make a request, email info@kiwifarming.uk. We will respond within 20 working days (NZ) or one month (UK).

9. Cookies

We only use strictly necessary cookies: a session cookie to protect forms against misuse and to keep you signed in to the worker portal. No analytics or advertising cookies are set.

10. Changes

We may update this policy. The latest version is always on this page.