Checkmate Data Retention and Deletion Policy

Last updated: 20 October 2026

The privacy and security of personal information are of utmost importance to us here at Checkmate Technology Limited (Checkmate, we, us and our).

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. This Data Retention and Deletion Policy explains how we retain and securely delete personal information collected and processed in connection with our services.

When collecting, using, storing and disposing of personal information, we will comply with all privacy and data protection laws applicable to us from time to time (Applicable Privacy Laws), including, where applicable, the New Zealand Privacy Act 2020, the Privacy Act 1988 (Cth), the UK General Data Protection Regulation (UK GDPR), the UK Data Protection Act 2018 (UK DPA), and Regulation (EU) 2016/679 (EU GDPR).

This policy is intended to help you understand our data retention and deletion practices. It does not limit or replace any rights or obligations that apply under Applicable Privacy Laws.

To provide our pre-employment screening services and, where applicable, ongoing employment checks, we may collect and process various categories of personal information, including identification documents and related information. Depending on the check being undertaken, this may include a copy or image of a passport, driver licence, firearms licence, address details, signature and other identifying information.

We collect this information from candidates using a secure encrypted link. Once collected, the information is stored using secure cloud hosting services and protected by appropriate security measures, including encryption at rest where applicable.

Where a check has been completed and returned, Checkmate may be required to retain identification documents and candidate consent records for a minimum period, depending on the type of check and any applicable legal, regulatory or contractual requirements.

Subject to Applicable Privacy Laws and any legal, regulatory or contractual retention requirements, Checkmate will permanently delete or de-identify identification documents when they are no longer required for the purpose for which they were collected.

Where Checkmate is required to retain identification documents and consent records for a minimum of three months following completion of a check, those records will be deleted after that minimum retention period has expired, unless a longer retention period is required or permitted by Applicable Privacy Laws.

If you have a Checkmate account, you are responsible for deleting personal information from your account within a reasonable time after the relevant checks have been completed, and otherwise in accordance with Applicable Privacy Laws. Without limiting your obligation in this regard, you should be aware that Checkmate may permanently delete reports prepared for you, including final check reports, no earlier than 30 days after the date on which the relevant checks were completed, unless a different retention period is required or permitted by Applicable Privacy Laws or agreed with you.

You may request access to personal information that we hold about you and request correction of that information if it is inaccurate. You may also request deletion of your personal information where applicable, subject to any legal grounds for retention under Applicable Privacy Laws.

To make such a request, or if you have questions about this Data Retention and Deletion Policy, please contact us using the contact details set out in our Privacy Policy or on our website, checkmate.tech (Website).

We may update this policy from time to time to reflect changes to our Website, technology, legal requirements or service providers. The latest version will be made available on our Website.