Data Protection and Use Policy

Supporting the respectful, trusted and transparent use of people's data and information

Frontline work

These are examples of things you might do to apply the Principles when working directly with service users or community groups — "frontline service delivery"

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This Principle is upheld when you...

  • Are clear how sharing this information will benefit this person, family or whānau or community.
  • Feel confident that you can describe real examples of these benefits.
  • Put safety first and share information when it will protect people from harm (The Privacy Act allows me to).
  • Feel confident, safe and able to ask others (or access useful explanations) when you'd like to know more about what the information you collect is used for, so that you can help service users with their understanding.

This Principle is upheld when you...

  • Complete forms, assessments or records together with service users – make sure what you record is relevant, accurate and factual.
  • Empower service users to share their own story or perspective, alongside your professional view.
  • Incorporate different cultural or identity based worldviews or preferences into the information recorded about people (for example using a person’s chosen pronoun, or include concepts from te ao Māori).
  • Have a good feel for how much each service user wants to understand, and does understand, about what happens with their information.

This Principle is upheld when you...

  • Provide service users with copies of notes, assessments or forms completed about them.
  • Help people understand why their information is being collected (if you are collecting any from them), and how it will be used.
  • Support them to understand what choices they have, and enable them to make those choices.
  • Share service users' views of the information held about them with other professionals when that's important to them.
  • Learn about specific responsibilities for vulnerable groups you work with and how to uphold their data and information rights (for example people with dementia or children).

This Principle is upheld when you...

  • Recognise you have unique privilege in your work which comes with an obligation to care for and respect the information people have shared.
  • Tell service users why the information is needed, what happens with it and how sharing the information will help them or others.
  • Find it easy to understand and follow your organisation's rules around keeping data and information secure.
  • Understand to your own satisfaction the potential value of the information you collect, when it might be used in a non-personal form (for example to develop new insights that may improve outcomes).

This Principle is upheld when you...

  • Balance protecting service users’ privacy with the need to share information with other frontline professionals so they can provide support as well. 
  • Know which people and organisations might use the information you collect and why, and that there are ways to contribute your ideas or thoughts about those uses.