Checkmate Data Retention and Deletion Policy

The privacy and security of candidate information are of utmost importance to us here at Checkmate.

It’s essential that we offer an easy yet secure solution. We’re constantly innovating and investing to ensure we have the most robust, safe solution to ensure we handle sensitive information gathered while completing background checks with respect.

Checkmate complies with the data protection laws that it is legally obliged to comply with in the jurisdictions within which it operates, which set out the requirements for collecting, using, storage and disposal of personal data.  

To help you better understand how we handle and manage your data, we’ve outlined our policy below.  The matters dealt with in this policy do not limit or replace any of your obligations under applicable data protection laws.

Checkmate requires various documents (including identification documents) to complete our pre-employment checks. This may include but not be limited to an image of a candidate’s passport, driver’s license, firearms license, address details, signature and other identifiable information.

This information is collected from candidates using a secure encrypted link. Once data is collected, it is stored on secure cloud hosting storage (AWS) as is encrypted at rest. The information is then relayed alongside a candidate signed consent to the various government entities conducting the check.

Once the check is completed and returned, Checkmate is required to retain identification documents alongside candidates consent for a minimum of three months as per our agreement with the New Zealand Ministry of Justice.

Three months from the date in which a check was completed, Checkmate will permanently delete the identification documents from our server. 

If you have a Checkmate account, you must delete all Personal information from your account within a reasonable timeframe of completion of the relevant checks by Checkmate, and otherwise in accordance with the relevant requirements of applicable data protection laws.  Without limiting your obligation in this regard, you should be aware that Checkmate may permanently delete (from its systems) the reports prepared for you (including the final check report) no less than 30 days from the date on which the relevant checks were completed. 

If you have provided (or we have received from a Government agency with your consent) any Covid-19 vaccination status data, we will delete the QR code and identification immediately after completing the verification process.  However, we will retain the vaccine status (including the expiry date of your vaccine passport) for the purposes of monitoring and triggering alerts for your employer. 

You have the right to access the data we hold, or that is otherwise stored on Checkmate, about you. You also have the right to request that we amend (if incorrect) or delete all information held on you, as long as this does not interfere with existing legislation (mentioned above). The request this, please contact our team via email team@checkmate.tech.