Employee Onboarding

Privacy Policy

Last updated: 6 October 2026 · Version 1

1. Who we are

Employee Onboarding is an online service that helps New Zealand employers collect the documents and details they need when a new employee starts.

The service is provided by Fei Lan, trading as LinkrHire (“we”, “us”), in New Zealand.

Privacy Officer: support@linkrhire.com

2. Our role

We provide this service to employers. How we handle information depends on whose it is:

Employee information. Your employer decides what to ask you for and why. We collect and hold it on your employer’s behalf and use it only to provide the service to them. Your employer is responsible for its use in your employment.
Employer account information. We are responsible for it as the provider of the service.

3. What we collect

From	Information
Employees	Name, date of birth, nationality; passport or visa details and images; contact details (mobile, email, address); emergency contact; bank account number; IRD number, tax code and KiwiSaver choices; answers, signatures and documents you provide
Employees (technical)	IP address and browser details when you sign or confirm something; a device cookie that lets your device reopen your link
Employers	Name, email, legal and trading names, business address and phone, logo; documents and templates you upload; employee details and employment terms you enter (such as name, role, pay and start date); IP address when you request a login link or confirm a review; purchase records (card payments are handled by Stripe — we never see or store card numbers)

Some employee details (such as name, role and pay) are entered by the employer. An emergency contact is another person’s information; please let them know you are sharing it. If you don’t provide information your employer asks for, your onboarding may not be completed.

4. Why we use it

To let your employer complete your onboarding: check your identity and right to work, prepare your employment documents and tax forms, and produce a record (the “Pack”) for your employer.
To send service emails, for example telling an employer that a step is ready.
To keep the service secure, for example checking a new device before showing your details.
For employers: to run your account and process purchases.

We do not sell personal information or use it for advertising.

5. Automated reading of passports and visas

Your passport or visa file is sent to an AI service provided by Google to read its details. The reading fills in fields and flags possible problems for your employer to check. If it reads a visa as not allowing you to work, the page will not accept it, and you will need to upload a different visa. If a file can't be read, or doesn't appear to be the document requested, you can try again. After three attempts, or immediately if the reading service is unavailable, you can enter the details yourself. Your employer will be told that the details could not be checked automatically. Your employer reviews your details and makes the decision about your onboarding.

6. Who we share it with

Employee information is shown to the employer who sent the onboarding link. We also use these service providers, only to run the service:

Provider	What they do	Information involved
Cloudflare	Hosting, database and file storage	Everything stored in the service
Google (Gemini API)	Reads passport and visa images	Passport or visa files (images or PDFs); for a visa, also the employer’s business and trading names, the role and work location, to check the visa’s conditions
Resend	Sends service emails to employers	Employer email address; employee names; lists of records due for deletion; names of files that could not be added to the Pack
Stripe	Takes employer payments	Employer purchase and payment details

These providers may store or process information outside New Zealand, including in the United States.

We may also disclose information where the law requires it.

7. How long we keep it

We are an onboarding tool, not a long-term records system. Employers must keep their own copy of employment records.

Situation	When personal details are deleted
Onboarding completed	12 months after the employer’s final confirmation, or after a later update to the Pack (late tax forms confirmed, or a bank account added)
Link cancelled (voided) by the employer	30 days after cancelling
Link waiting on the employee with no activity by anyone for 30 days	The link closes and details are deleted within hours
Onboarding never completed	12 months after the link was created

Before a 12-month deletion, the employer is emailed 30 days and 7 days ahead. If an email can’t be delivered, deletion can take up to 14 more days, but no longer.

After deletion we keep only what the employer needs to see that the onboarding existed: the employee’s name, dates, status, the employment terms the employer entered, and the Pack’s reference code. Deleted information can remain in our hosting provider’s backups for a short time.

Employer account information is kept while the account is in use. Employers can ask us to delete their account details by emailing support@linkrhire.com.

8. Security

Information is sent over encrypted connections. In the service, an onboarding can only be seen through its own link and the employer’s account. As the operator, we access stored information only to run and support the service.
Once an employee has submitted their passport or visa, their link opens on a new device only after they confirm their date of birth; after five wrong attempts the link is locked until the employer unlocks it.
The Pack and documents are never sent as email attachments; employers log in to download them.

9. Your rights

You can ask to see the personal information held about you and ask for it to be corrected.

Employees: please contact your employer first, as they decide how your information is used. You can also email us at support@linkrhire.com and we will help, working with your employer.
Employers: email support@linkrhire.com.

We will respond within 20 working days. If information has already been deleted under section 7, we will tell you so.

If you are not happy with how we handled your request, you can complain to the Office of the Privacy Commissioner: privacy.org.nz.

10. Cookies

We use only the cookies the service needs to work. We do not use advertising, analytics or tracking cookies.

Cookie	Who	Purpose	Lasts
eo_session	Employers	Keeps you logged in	30 days
eo_dev_…	Employees	Lets your device reopen your link without re-checking your date of birth	About 13 months

The employee’s document viewer loads a PDF viewer from cdnjs (run by Cloudflare); no personal information is sent to it.

11. If something goes wrong

If a privacy breach is likely to cause serious harm, we will notify the Privacy Commissioner and affected people as the Privacy Act 2020 requires, and work with the employers involved.

12. Changes to this policy

We will post any changes on this page with a new date and version number. If a change is significant, we will tell employers by email.

13. Contact

Privacy Officer, LinkrHire — support@linkrhire.com