A checklist to walk-through each of the key ideas in the Policy that apply to the process of setting up contracting, funding, and partnering arrangements between funding organisations and service providers:
This checklist can be used to check any contract or agreement that will require the collection, sharing or use of people’s data or information aligns with the Policy (even if the information doesn’t or can’t, identify who people are).
Work together as equals in the spirit of Mahitahitanga to agree how information or data from, or about, service users, whānau, or communities will be cared for in a respectful, transparent and trusted way. Who you work with will vary, depending on the situation.
Involve service users in making decisions about what is fair, reasonable and respectful to do with their data and information.
Be clear about why data or information is needed
The purpose of collecting or using people’s information for something other than providing them a service should be clear, fair and reasonable.
If data or information is collected or shared for something to do with funding or contracting but will be used for something else - that reason needs to be clear, agreed between partners, and communicated to service users.
Think carefully about using data or information that can identify someone
In general, data or information used to report on the delivery of a service, or to provide evidence of compliance with contracting or funding requirements, shouldn’t be able to identify service users.
Any decision that requires the sharing of data or information that does, or can, identify people with funders, a contracting agency, or an organisation that doesn’t work directly with service users, needs to be thought through carefully, and checked with care: is the purpose clear, and would service users understand that purpose, and agree that it’s fair and reasonable?
Completing the checklist
Use this checklist in any part of your process or work that makes sense and is helpful for you.
- Answer 'Yes' If this has been done. Great!
- Answer 'No' If it is something that is relevant and should still happen but hasn’t yet. It’s a sign that more work needs to be undertaken or more thinking done before moving forward with any collection or use of people’s data or information.
Have you worked together to…
- Clarify why this data or information is needed and how collecting or using it will benefit the service users, people in similar circumstances to them, or communities?
- Include service users/relevant service user groups, in deciding if it’s fair, reasonable and respectful to use their data and information in this way for this purpose?
- Include relevant frontline workers, community representatives, cultural experts etc. in deciding if it’s fair, reasonable and respectful to use service users’ data and information in this way, for this purpose? Exactly who to involve will depend on what’s collected or used, by whom and why, any risks or particular sensitivities with the data or information, and what the possible consequences are of misuse or misinterpretation.
- Decide exactly what data or information will be collected from, or about, service users and their whānau?
- Agree specifics - Rather than “information about their circumstances” – clarify exactly what and why – i.e. income level, school name and year level, qualification level, number of people per household, ethnicity, risk score etc.
- Agree what data or information will be collected or used in ways that do or can identify people, and what will be collected or used in ways that don’t or can’t identify people.
- Agree what data or information is mandatory for service users to provide, where they have choices, and the consequences of not providing it.
- Agree what will happen if a new need for data or information arises.
- Agree how each partner will use the data and information. Consider how other parts of an organisation might use it.
- Agree on responsibilities around transparency.
- What each partner’s responsibility is to describe and explain the uses of data and information in a way service users, whānau, or communities will understand.
- Processes and responsibilities for responding to questions or complaints about the collection or use of people’s data and information.
- Agree responsibilities and processes for responding to people’s requests to access their data or information or to make corrections to it.
- Develop safe and secure ways of transferring, sharing and storing the data or information.
- Agree what process or technology will be used.
- Agree how to make it as easy as possible for all partners.
- Responsibilities in terms of security and protection.
- Responsibilities and processes for deleting, destroying or returning data or information.
- Decide if data or information will be used to develop insights (e.g. research or analysis), if this is applicable.
- Agree what data or information will be used, including what will be used in a way that doesn’t or can’t identify people and what will be used in a way that can or does.
- Agree how each partner will be involved.
- Agree how the learnings or insights will be shared, and who else may be interested.
- Agree how to provide, or fund, the resources needed to collect and manage data and information.
- Agree how service users, or groups of users, or communities will be kept in the loop about how their data or information is used and the results or outcomes of using it.