Sharing personal information in Communities of Learning | Kāhui Ako
This guidance provides an overview on how and when you can share information that identifies children, young people and students (personal information) and the important steps you need to take.
Contents of this guide
- Definition of terms used in this guidance
- Purpose, protocol and process for sharing personal information
- Sharing information securely
- Example scenarios for sharing personal information
- Checklist: developing a privacy protocol
- How to: privacy statement and consent form
- Overview of sharing information in a Kāhui Ako: A3 poster [PDF, 154 KB]
- Alt-text for A3 poster Sharing personal information in a Kāhui Ako
- Download this guidance as a pdf [PDF, 822 KB]
- Privacy protocol template [DOCX, 66 KB]
- Privacy statement template [DOCX, 17 KB]
Key points about this guide
This guidance is for Kāhui Ako that need to share personal information. You can share personal information if you have:
- a clear and specific purpose that is in the interest of the individual
- a privacy protocol and associated processes in place.
When sharing information, do:
- Be clear about the purpose for sharing information.
- Use aggregate data or NSNs if you can.
- Agree to a privacy protocol for how your Kāhui Ako will deal with personal information, inform parents about what is happening and seek consent where needed.
When sharing information, don't:
- Don’t share highly sensitive information in your Kāhui Ako group. Seek consent to share with specific people who need to know.
- Don’t share personal information solely for convenience – this is not a good enough reason.
- Don’t discuss personal information with or within hearing range of people who shouldn’t know about it.
- Don’t share personal information with your Kāhui Ako if you’re not sure that it is in the best interest of the child or young person and can be shared securely.
The information on this page does not replace other guidance available for schools and ECE services me ngā kōhanga reo (services), including from the Office of the Privacy Commissioner, about their obligations under the Privacy Act 1993.
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