This Privacy Statement explains what personal information we collect when you register with the Advanced Choice of Employment (ACE) for registered nurses; the purposes for which we may use and disclose the information you give us; how we will keep it safe and how long we will keep it for; and how you can access it and ask for correction if it is wrong.
Last Updated
We may update this privacy statement from time to time. Please check this privacy statement regularly for modifications and updates. This privacy statement was last updated on 12 March 2025.
Introduction
To register for ACE, you need to create an ACE account.
The information we collect from you when you register is for the purpose of applying for roles as a registered nurse with a range of New Zealand employers, and to enable those employers to assess your suitability for the role. We will only share your information with employers who are registered with the ACE scheme.
What personal information we collect
When you register with us, the information we collect from you may include the following:
- Full name
- Gender (optional)
- Ethnicity (optional)
- Phone number
- Email address
- Residential address, and postal address if different
- Secondary contact person and contact details (optional)
- New Zealand Citizenship, Permanent Residency, or visa status
- Copy of your ID (passport/birth certificate/citizenship certificate)
- Visa documents if applicable
- Your Tertiary Education Provider(s)
- Your educational qualification(s)
- Your State Final exam status
- Intended specialty, setting and/or employer
- Employment status
- Qualification or study completion date(s)
- Professional registration number (e.g. Annual Practicing Certificate number)
- Names of referees
- Any information you include in your CV or cover letter
We collect this information for the purpose of confirming that you are eligible to register for ACE and to support us and our registered employers to assess your job applications.
If you choose not to provide us with your personal information we will not be able to assess and confirm your eligibility to enrol with us, and your registration will be declined
This information is held by Health New Zealand – Te Whatu Ora
Collecting from a Third–Party
We will contact the referees you have nominated and ask them for information about you. We will use this to assess your suitability for employment, and we will share it with potential employers.
Choice
It is your choice whether to provide your personal information as part of the registration to ACE.
If you choose not to provide us with your personal information, we will not be able to assess and confirm your eligibility to enrol with us, and your registration will be declined.
You can opt out from the registration process at any time.
How we use the personal information
We will use your information for the following purposes:
- To review and assess your ACE application
- To verify and/or validate the information collected from you during the registration process.
- To correspond with you.
- To share with employers to enable them to make hiring decisions.
Sharing the information – internally
We may share your information with internal Te Whatu Ora staff for the purposes of assessing your registration for ACE.
We will use non-identifying information for statistical reporting internally and externally.
The people in Te Whatu Ora districts responsible for hiring registered nurses will see the same information as the external employers.
Sharing the information – externally – compulsory
We will share your information with Health NZ districts and other registered ACE employers you have nominated. This will include
- Name and contact details such as email, phone number and address
- Secondary contact person and contact details (optional)
- Your answers to the questions related to your preferred employers and practice settings
- Any answers provided in questions related to exceptional circumstances that you wish to provide
- Your CV and cover letter(s)
- Information provided by referees
- Names of referees
- Your qualification and tertiary institution
- Your educational qualification(s)
- Your State Final exam status
- Employment status
- Qualification or study completion date(s)
- Professional registration number (e.g. Annual Practicing Certificate number)
- Names of referees and the reference supplied by them
- Your CVs and cover letters
This data will be shared with the employers you nominate in the first part of the match process.
We will not share the name of other employers you have selected. Ethnicity and gender information will not be shared.
Sharing the information – externally
If you are not matched with an employer in the match process, we will share your information with registered ACE employers you have not nominated in your initial application.
We will not share the name of other employers you have selected.
If you do not want your information shared with registered ACE employers, you need to email us and let us know.
How long we hold information
Obligations under the Public Records Act 2005 will be met as per the following: Data will be created and maintained as per Section 17 of the Public Records Act 2005. Data will be retained as per Section 18. We only keep your personal information for as long as required for the purposes outlined in this privacy statement and in accordance with the law. We will store the information for a minimum of two years and up to four years. We are currently reviewing our processes for managing ACE, including the length of time the information is held. This statement will be updated once decisions are made. If you withdraw from the ACE process you may request for your information to be deleted.
Storing information securely
We take reasonable steps to ensure your personal information is protected against loss, unauthorised access, use, modification, disclosure, or other misuse. Standard security safeguards are in place in conjunction with Te Whatu Ora’s information security standards. All ACE website data is stored with Plan B (ICONZ) inside their VMware Cloud Provider Service, which is hosted at their Auckland CBD Data Centre in NZ. Some data is also stored on Health NZ’s Sharepoint hosted in Microsoft Azure Data Centres in Sydney Australia.
Access to and requests to correct the information
You have the right to access any information we hold about you, and to ask us to correct it if you think it is wrong.
To access any personal information held by us, or if you wish to correct your information, please email ACE.RN@tewhatuora.govt.nz.
When making a request to access or change your information, please include:
- your name
- contact address (email or postal)
- contact phone number
- details of the information you want or want to correct - this needs to be as clear and specific as you can make it. We may ask you for more details.
Please note that before we can provide you with your information or make any changes we need to be satisfied about your identity. To do so, we may need to ask you further questions or to view identification which establishes your identity.
Requesting information on behalf of someone else.
If you are requesting information on behalf of someone else, you will need to provide their authorisation or other documentation supporting your right to do so.
Queries and concerns
If you have any queries or concerns about how your personal information has been managed, please contact us to see if we can resolve the problem. You can:
- Email us at hnzprivacy@health.govt.nz
- Write to us at Privacy Officer - Te Whatu Ora, PO Box 793, Wellington 6140, New Zealand
If you are not satisfied with our response to your concerns, you can contact the Office of the Privacy Commissioner. For more information see the Office of the Privacy Commissioner website.