Data Protection and Use Policy

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

Managing frontline services

These are examples of things you might do to apply the Principles in roles that are about managing, directing or governing social services. 

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This Principle is upheld when you...

  • Are clear about why and how the information your organisation collects and uses from, or about service users will benefit this person, family or whānau, or community.
  • You understand the connection between your organisation's work, the information it collects, and what's done with it (including why and how it is shared with others if this happens).
  • Work with funding agencies to agree what information they need, why, and how it will be used to benefit those it is about.
  • Make sure your organisation has easy to understand information for service users that explains what information about them is needed, why and what is done with it.
  • Are clear about the outcomes your organisation needs to achieve for service users and stakeholders and know information will help you know if you are achieving those.

This Principle is upheld when you...

  • Include service users in the evaluation of your service.
  • Include service users in designing and testing data and information collections - do they see this as a legitimate and respectful thing to do?
  • Are able to provide your experiences to funding agencies when they ask for input into the design of new or changing services.
  • Have joint referral or assessments with other agencies to avoid service users having to provide the same information repeatedly.

This Principle is upheld when you...

  • Make sure your organisation has easy to understand information for service users that explains their data and information rights.
  • Develop ways for service users to access, request correction of, and have copies of their information. Enable frontline staff proactively to provide service users with copies of key forms/data-entry screens.
  • Provide guidance to staff 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). 
  • Equip staff to ensure service users understand what information might be collected about them and why, and to enable service users to understand and act on choices they have about this.

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.
  • Match the policies, procedures, training and processes in your organisation to the obligations of your profession or the nature of your work (Oranga Tamariki Information Sharing guidance, Family Violence Information Sharing guidance, Privacy Act etc).
  • Regularly review how you keep data and information secure and make sure your staff have the tools they need.
  • Identify and develop relationships with people/organisations who may be interested in non-personal insights (based on people's information) you can offer, that could benefit their services/users.

This Principle is upheld when you...

  • Have training, policies and support processes to help staff navigate information sharing issues specific to your context.
  • Work with other agencies or community groups to share data and information that can help us all understand our community better.
  • Involve your organisation in research projects that are about the kinds of people and communities you work with.
  • Agree with other agencies you work closely with what information you share, why and how (for example through Memorandum of Understandings, agreements, joined up referral and assessment forms).