These tools help people who run, manage or lead an agency’s frontline offices or manage a small, local service to apply the Data Protection and Use Policy (DPUP) in their work.
You have a role in creating your team’s culture, processes and operating practices around how service users’ data and information is viewed and respected.
You may:
be in a position of influence or leadership for people who work at the frontline
take part in making decisions about what data or personal information is collected from service users, how that happens and how it’s used
be involved in negotiating contracts or partnership agreements — if so, the guidance on funding, contracting or partnering will also be helpful.
Depending on what you do in your role, these tools can help you apply DPUP in your work.
Understand how DPUP relates to managing the frontline
This 2-page DPUP summary outlines how you can be a role-model to create a culture where the information people share is cared for in a respectful, trusted and transparent way.
Using DPUP involves engaging with the 5 Principles. These are examples of how you might apply the Principles when your role involves managing, directing or governing frontline staff.
He Tāngata
Focus on improving people’s lives — individuals, families, whānau, iwi and communities.
This Principle is upheld when you:
are clear about why and how the information your agency collects and uses from or about service users will benefit this person, family or whānau or community
understand the connection between your agency’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 they need it and how it will be used to benefit those it is about
make sure your agency has easy-to-understand information for service users that explains what and why information about them is needed and what is done with it
are clear about the outcomes your agency needs to achieve for service users and stakeholders, and know what information will help you recognise if you are achieving those outcomes.
Empower people’s choices and enable access to and oversight of their data and information.
This Principle is upheld when you:
make sure your agency 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, and proactively enable frontline staff to provide service users with copies of key forms / data entry screens
provide staff with guidance about specific responsibilities for vulnerable groups you work with and how to uphold their data and personal information rights, for example, children, or people with dementia
equip staff to ensure service users understand what information might be collected about them and why, and can understand and act on choices they have about this.
Act as a steward in a way that people understand and trust.
This Principle is upheld when you:
recognise the trust that people place in you, which comes with an obligation to care for and respect the information they have shared
match the policies, procedures, training and processes in your organisation to the obligations of your profession or the nature of your work — for example, the Oranga Tamariki Information Sharing Guidance, Family Violence Information Sharing Guidance, Privacy Act 2020, and so on
regularly review how you keep data and information secure and make sure your staff have the tools they need to work safely with people's information
identify and develop relationships with people or organisations who may be interested in non-personal insights (based on people's information) you can offer, which could benefit their services or users.
Work as equals to create and share valuable knowledge.
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 improve understanding of those communities
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 on what information you share, why and how — for example, through Memorandum of Understandings, agreements and joined-up referral and assessment forms.
