Requirements for handling personal information

These requirements are found in the Privacy Act 2020, which governs how agencies interact with personal information, and the Electoral Act 1993 which sets out how enrolment information is handled. Personal information is any information that identifies or is about an individual, such as the information found in an enrolment form.

What does this mean for organisations that apply to the Community Education Fund?

The Privacy Act contains 'Information Privacy Principles’ which explain how personal information should be handled. If your application is successful, we will expect you to do the following when engaging with community as part of your project:

Collection

• Only collect personal information if it is directly related and necessary to the activities you are carrying out as part of your Community Engagement Fund project.

• For example, the information collected in enrolment forms is necessary for enrolment, or to update enrolment details – this may be the only personal information that is required for your engagement activities. An example of information not required for collection is whether someone intends to vote, how they might vote, or their personal details that are not on the enrolment form.

• Clearly identify any information collected for or on behalf of the Commission.

• When collecting enrolment details, refer to the helpful information at the end of our forms. People are required to enrol to vote if they are eligible, and they also have the right to contact us to request access to, or correction of their information. They can do so via 0800 367656, enquiries@elections.govt.nz , or PO Box 3220, Wellington 6140.

Storage and security

• Keep all personal information safe and private once you have collected it.

• Allow access to personal information only by authorised people who need to have access.

• Take reasonable steps to keep personal information safe from loss, from access, use, modification, or disclosure that is not authorised, and from any other forms of misuse. This is equally important for both physical information (for example, on a paper form) or electronic information (for example, people’s details in your phone contacts).

To keep personal information safe:

• Keep completed enrolment (or other) forms in folders so they are not visible to other people.

• Do not leave papers with personal information unattended – for example, take these with you instead of leaving in your vehicle, and make sure there is always an authorised person at desks or kiosks where information is kept.

• Do not let electronic devices like phones and laptops be accessed by unauthorised people – always have your devices password protected and lock them when you walk away from your workspace.

• Provide people filling in forms a private space where they can enter their information – this might be at a desk on their own or with only the authorised person collecting the information.

• Ensure you cannot be overheard when discussing personal details with someone – an unauthorised person overhearing personal information is the same as them reading that information on a page.

You should always know where any personal information is, and how it is secured from unauthorised access, use or disclosure. Being aware of the end-to-end process from when you collect information, right until you provide it to the Commission, will help you identify points along the way where it might not be a secure as it could be.

Use, disclosure and accuracy

• Only use personal information for the purpose it was collected.

• For example, if someone has put their phone number on an enrolment form, then that phone number can only be used for their enrolment record. It cannot be used to contact that person for any other reason.

• Only disclose enrolment information to the Electoral Commission.

Retention

• Delete or destroy any personal information you hold in relation to your Community Education Fund project, once the project is finished.

• Give all paper enrolment forms to the Electoral Commission according to the instructions. All enrolment forms must be given to the Commission and not held onto after you’re done.

If your application is successful, we will expect the following when engaging with the community as part of your project.

• Do not hold onto enrolment forms after you have collected them.

• Do not use personal information for any other reason than enrolling people to vote.

• Do not collect information on how people intend to vote, how they might vote, or their personal details that are not on the enrolment form.

• Do not leave papers with personal information unattended.

• Do not let electronic devices like phones and laptops be accessed by unauthorised people – always have your devices password protected and lock them when you walk away from your workspace.

Please contact us at cef@elections.govt.nz with any questions about handling personal information.