Privacy Policy

1) Who we are and scope

This Privacy Notice explains how EarnLearn ("we", "us", "our"), a division of Energy & Infrastructure Skills, collects, uses, stores, and shares personal information through EarnLearn TradeMatch.

EarnLearn TradeMatch is a platform designed to connect job seekers with employers, apprenticeships, training opportunities, and career pathways across New Zealand's trades and infrastructure sectors.

This Privacy Notice should be read alongside the Energy & Infrastructure Skills Privacy Policy. It provides additional information about how personal information is handled specifically in relation to EarnLearn TradeMatch.

2) What we mean by personal information

Personal information is any information about an identifiable individual.

This may include information such as your name, contact details, employment history, qualifications, application documents, online identifiers, or any other information that could reasonably identify you.

3) How we collect personal information

We may collect personal information when you:

  • create an account, complete your profile, upload a CV/cover letter, or apply for a role on the EarnLearn TradeMatch
  • communicate with us (email, phone, forms), participate in events, or interact with EarnLearn staff
  • engage with our websites or digital tools (including cookies and analytics – see section 10)
  • are referred to us by a training provider, employer, referee, or other party you’ve authorised
  • where permitted, from public sources (e.g., LinkedIn) and from third parties we work with to support recruitment, training, or compliance

4) What we collect

Depending on your interactions with us, we may collect:

  • Identity and contact details: name, address, email, phone, emergency contacts
  • Profile & eligibility: work history, education, licences, right to work/study, programme interests, preferences
  • Application materials: CV/cover letter, qualifications, references or referee details, assessments, notes from your interactions
  • Demographic information you choose to provide (e.g., iwi affiliation)
  • Safety or support needs you choose to disclose (e.g., disability information, for support planning)
  • Records of your interactions with the EarnLearn TradeMatch (account activity, saved jobs, applications)
  • Website/digital interaction data (see section 10)

We only collect what we need for legitimate purposes related to recruitment, training, support, compliance, and the effective operation of the EarnLearn TradeMatch.

5) Why we use personal information (purposes)

We use personal information to:

  • operate the EarnLearn TradeMatch, authenticate log-ins, and manage your account
  • connect job seekers with employers and training opportunities, and administer applications
  • provide advice, support, and pastoral care related to employment and training pathways
  • verify eligibility (e.g., right to work/study), qualifications, and suitability where relevant
  • communicate about roles, events, learning options, deadlines, and updates
  • improve user experience and EarnLearn TradeMatch, performance (including analytics and service quality)
  • carry out our administrative and reporting obligations (including to Energy & Infrastructure Skills)
  • meet legal and regulatory obligations (e.g., NZ law, government agency reporting)
  • conduct limited profiling/matching to show you more relevant roles and content (you can opt out of marketing – see section 11)

6) Sharing your information

We may share personal information only as needed for the purposes set out above, including with:

  • Prospective employers you apply to (or otherwise engage with via the EarnLearn TradeMatch)
  • Training providers and EarnLearn staff who support your learning/employment pathway
  • Service providers who help us operate the EarnLearn TradeMatch, ATS/CRM, hosting, analytics, communications, support and security (bound by confidentiality and privacy obligations)
  • Government agencies and statutory bodies where required or permitted by law (e.g., TEC, NZQA, MoE, INZ, MSD/StudyLink, IRD, ACC, Police)
  • Referees or other parties you nominate or authorise us to contact
  • Other recipients where you have explicitly authorised us to share, or where the law permits/compels us to do so

We do not sell your personal information.

7) Overseas disclosure and storage

Our trusted service providers may store or process information outside New Zealand. Where that occurs, your information may be subject to the laws of those jurisdictions, which may not always provide comparable safeguards to the Privacy Act 2020. We take reasonable steps to engage providers that protect your information and to include appropriate safeguards in our arrangements.

8) Security

We use reasonable technical and organisational measures to protect personal information against loss, unauthorised access, use, modification, or disclosure. No system is perfectly secure; we continuously review safeguards and encourage you to keep your credentials and devices secure.

9) Retention

We keep personal information only for as long as needed for the purposes above, or as required by law (including obligations that may arise under the Public Records Act 2005). When information is no longer required, we take reasonable steps to securely delete or de-identify it.

10) Websites, cookies, and analytics

We may use cookies and similar technologies (e.g., Google Analytics) to understand site usage, improve performance, help keep the EarnLearn TradeMatch secure, and show relevant content. This can include: IP address, device/browser details, pages viewed, time on page, referring links, and on-site interactions.
You can manage cookies in your browser settings; some features may not work as intended if cookies are disabled. Third-party tools may process limited data under their own privacy terms to operate, secure, and improve their services.

11) Direct communications and preferences

We may contact you about your account, applications, relevant roles, training, events, or updates. We may also send optional newsletters or role alerts.

  • You can unsubscribe from marketing emails at any time via the link in the message or by contacting us.
  • System or service messages (e.g., application confirmations, important updates) are essential and will still be sent.

12) Your rights (Privacy Act 2020)

You have the right to request access to and correction of the personal information we hold about you. If we have a lawful reason to refuse, we’ll explain why (unless it would be unreasonable or unlawful to do so) and tell you how to complain.
To make a request, contact us using the details in section 14.

13) If you choose not to provide information

If you don’t provide certain information, we may be unable to:

  • create or maintain your EarnLearn TradeMatch account or profile
  • progress applications or connect you with employers/training
  • offer some services, alerts, or a tailored experience

14) Contact us (including Privacy Officer)

For privacy questions, access/correction requests, or complaints:

  • Email: support@earnlearn.ac.nz
  • Phone: 0800 327 648 (0800 EARN IT)
    Ask to be connected with the Privacy Officer. We’ll acknowledge your request and guide you through next steps.

If you’re not satisfied with our response, you can contact the Office of the Privacy Commissioner (New Zealand): privacy.org.nz

15) GDPR (for EU-based individuals)

If you are in the EU and provide personal information to us, the GDPR may apply. New Zealand approaches may differ from some GDPR rights. Because we are based in New Zealand, we comply with New Zealand law. Where feasible, we will act reasonably to address concerns raised by EU-based individuals.

16) Updates to this Notice

We may update this Privacy Notice from time to time. Changes take effect when posted on the EarnLearn TradeMatch. The “Last updated” date at the top shows when the most recent changes were made.