Definition of terms used in the guidance

A number of terms used in this guidance have specific meanings in relation to sharing personal information in a Kāhui Ako.


Aggregate data

Information about groups of people that does not allow any individual to be identified.

Anonymous data

Aggregate information that has numbers under five suppressed to avoid individuals being identified.


Teachers’ and principals’ responsibilities as professionals to protect and hold in confidence personal information.

Consent form

A form accompanying the privacy statement seeking consent to share any sensitive information.

Health and disability information

Information about a person’s health or disability requires different rules, which are set out in the Health Information Privacy Code. School counselling services should follow these rules.

Highly sensitive information

Information that if lost or released would cause significant harm, embarrassment, inconvenience or unfairness to an individual.

Identifiable data

Data that identifies individuals.

Personal information

Information that identifies individuals, either by naming them or providing enough information about them that someone could guess who they are.

National Student Number (NSN)

A unique number assigned to each individual enrolled in the education system.

Privacy officer

A person responsible for handling privacy issues (usually someone senior who is familiar with their organisation’s obligations under the Privacy Act 1993).

Privacy protocol

An agreement among Kāhui Ako members covering all aspects of how information will be managed in the Kāhui Ako.

Privacy statement

A statement that communicates to parents and caregivers what will happen with an individual’s information, including how it will be shared.

Health privacy toolkit for further information

The Privacy Commission’s health privacy toolkit (external link) provides useful guidance on protecting the privacy of health information. 

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