Information Sharing

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DIA is the guardian of core identity and life event information held on behalf of New Zealanders, and the provider of services such as registration of New Zealand births, deaths, marriages, civil unions, name changes, citizenship, and issuance of New Zealand travel documents. DIA is transforming the way New Zealanders access identity and life event services, making it easier for everyone, including those most in need, to access the services that they’re entitled to.

An Approved Information Sharing Agreement (AISA) is a legal instrument under the Privacy Act 2020 that permits information sharing with multiple parties for aligned purposes.  AISAs are created through a robust process that includes Cabinet consideration at key points and public consultation.  They are approved in law through an Order in Council. 

Identity Services Approved Information Sharing Agreement

The Identity Services Approved Information sharing Agreement (AISA) allows the Department to share an individual’s personal information relating to life events and travel documents internally for the purpose of streamlining its services. Currently the Identity Services AISA is used to:

  • Provide information relating to an individual’s birth, death and / or marriage(s) when they apply for Citizenship by Grant to allow their identity to be verified.
  • Provide information to remove deceased from the expired passport-holders contact initiative.

You can read a copy of the Identity Services AISA here: Identity Services AISA (.pdf, 7MB)

This AISA was approved through the Privacy (Information Sharing Agreement between Department of Internal Affairs and Registrar-General) Order 2019.

Customer Nominated Services Approved Information Sharing Agreement

The Customer Nominated Services Approved Information sharing Agreement (AISA) enables a better customer experience and a more efficient approach to the authorised sharing of information between government agencies. The AISA reduces multiple requests for the same information by different government agencies and removes the need to provide physical copies of information. It also improves the quality and consistency of information that agencies hold about an individual and makes it easier to detect issues such as identity fraud.

Currently the Customer Nominated Services AISA is used to:

  • Confirm to Immigration NZ Citizenship has been granted to or confirmed for an individual to allow Immigration NZ to cancel their visa as required by the Immigration Act 2009
  • Obtain information from Immigration NZ relating to an individual when they apply for Citizenship by Grant to allow their identity to be verified and confirm some requirements of the Citizenship Act 1977.

You can read a copy of the Customer Nominated Services AISA here: Customer Nominated Services Information Sharing Agreement (.pdf, 1MB)

This AISA was approved through the Privacy (Information Sharing Agreement Facilitating Customer Nominated Services) Order 2020.

Death Approved Information Sharing Agreement

The Death Approved Information sharing Agreement (AISA) facilitates access to information about deaths. The AISA assists with the provision of public services by facilitating access to accurate death information for organisations. It also provides for updating records about individuals associated with the deceased individual so that their records are also accurate. Organisations may take subsequent actions based on the update of records relating to the deceased individual or associated persons, such as the granting of benefits or entitlements, if that is the agreed purpose for receiving the information.

Death information is currently being shared with the following organisations:

Organisation

Purposes

Asteron Life Limited

To enable the proactive identification of customers who:

  • Have lives insured
  • Hold a policy
  • Are nominated beneficiaries.

The identification of the death of lives insured will improve the process of claims management for people claiming life insurance benefits by identifying individuals whom potential claims relate. The identification of the death of the policy holder or nominated beneficiaries will allow updates to policies to occur

Board of Trustees of the National Provident Fund

The purpose of disclosing Death Information is to assist NPF to:

  • limit the financial exposure and fiscal cost to NPF and the Crown caused by overpayment of entitlements to deceased members.
  • confirm whether any persons receiving entitlements from NPF have died.
  • increase and streamline the payment of entitlements to the relatives and/or dependants of deceased members.

increase the payment of entitlements to missing members and to the relatives and dependents of deceased members (other beneficiaries).

Government Superannuation Fund Authority 

The purpose of disclosing Death Information is to assist GSFA to:

  • limit the financial exposure and fiscal cost to GSFA and the Crown caused by overpayment of entitlements to deceased members.
  • confirm whether any persons receiving entitlements from GSFA have died.
  • increase and streamline the payment of entitlements to the relatives and/or dependants of deceased members.

increase the payment of entitlements to missing members and to the relatives and dependents of deceased members (other beneficiaries).

New Zealand Marketing Association

Clients will use this information to wash against their own data to ensure they do not communicate with deceased individuals.

NoticeMATCH

Subscriber organisations will use the matching tool to identify deaths of their customers/clients/supporters/donors.  Subscriber organisations are then are able to cease communication to the deceased and undertake whatever legal, moral or ethical obligation they may have with them or their families.

Personal Information Management Limited

PIM’s customers are able to use the tool to identify deaths of their customers.

Depending on their need, they are able to cease communication to the deceased and undertake actions required on the account for example closing the account or paying out life insurance policies.

Veterans’ Affairs

To identify accurately the details of a deceased person (veteran, spouse or dependent) so that:

  • Benefits and entitlements can be adjusted promptly.
  • Benefits and entitlements can be offered to surviving spouses and dependents of veterans.
  • Funeral and memorial expenses can be paid.
  • Communications with the deceased are ceased.
  • Individuals are not required to obtain and lodge Death Certificates with Veterans’ Affairs.

If you would like to be a party to the Death AISA please contact sdoinformationpartnerships@dia.govt.nz

You can read a copy of the Death AISA here: Death Approved Information Sharing Agreement (Death AISA) (PDF, 14.5MB) and related schedules B, C, E & F.

This AISA was approved through the Privacy (Information Sharing Agreement Facilitating Access to Information about Deaths) Order 2023.

Information sharing agreement between the NZ Gang Intelligence Centre Agencies

DIA participates in the NZ Gang Intelligence Centre AISA led by the New Zealand Police. This agreement enables the sharing of information and intelligence for the purpose of reducing gang-related harms to individuals and New Zealand society generally.  This agreement came into effect on 4 January 2019. Read the full agreement here (Police website).

We also partner with Police to produce reports focused on better understanding the New Zealand gang environment, while focusing on the social structures that underpin harmful behaviours. These quarterly reports deliver holistic, actionable, and timely insights, enabling agencies to empower communities in making a difference to gang-related harm. 

Quartley Insights - September 2023 (PDF, 707KB)

Quarterly Insights - June 2023 (PDF, 715KB)

Police Approved Information Sharing Agreement

The Registrar-General, Births, Deaths and Marriages regularly provides information regarding registered name changes, deaths, and non-disclosure directions to Police. They use this information to match against the identities held in Police’s system. Where there is a match, they add the new name, indicate that the person is deceased, or indicate that the person has a non-disclosure direction in force. The information aids Police to maintain accurate records of people that it engages with.

You can read a copy of the Police AISA here: Police and Registrar General AISA.

Inland Revenue Approved Information Sharing Agreement

The department has entered into an Information Sharing Agreement with Inland Revenue to provide contact details from adult passport renewals or applications.

Inland Revenue will use this information to make contact with overseas-based student loan borrowers in default and child support liable parents living overseas (either in default or whose contact details are out of date).

You can read a copy of the Inland Revenue AISA here: Inland Revenue AISA (PDF, 5.5MB).

Information sharing as a Child Welfare and Protection Agency under the Oranga Tamariki Act 1989.

On 14 July 2022 Te Tari Taiwhenua was designated as a Child Welfare and Protection Agency (CWPA) under the Oranga Tamariki Act 1989. This means the Department can request and disclose personal information with other CWPAs for purposes relating to the safety and well-being of a child or young person.

The business units within the Department that work in relevant areas and are expected to use the information sharing provisions are Births, Deaths and Marriages (BDM) and the Digital Child Exploitation Team (DCET). BDM registers and maintains Aotearoa New Zealand’s birth, death, marriage, civil union and name change information and will have the ability to share this information and engage with other CWPAs where it is relevant to the safety or well-being of children, young people and their families. DCET works to combat online sexual exploitation of children by investigating and prosecuting those who possess, distribute and create child sexual abuse material. DCET can be expected to disclose and request information for the purpose of reducing the risk of a child being subjected to harm and assisting other CWPA’s to carry out their child protection duties.

Business units who do not receive or have a need for information regarding a child or young person’s wellbeing and safety will not be able to use the information sharing provisions as they do not meet the criteria under the provisions of the Oranga Tamariki Act 1989.

Te Tari Taiwhenua will ensure procedures and guidelines are followed so the appropriate type of information is shared for the correct purpose with the required protections. The requirements of the Privacy Act 2020 will continue to be maintained at all times regarding how to collect, store and use personal information.

 Find the Oranga Tamariki Guidelines here: Guidance for sharing information | Oranga Tamariki — Ministry for Children

Find the new regulation designating Te Tari Taiwhenua as a CWPA under the Oranga Tamariki Act 1989 here: Oranga Tamariki (Designation of Child Welfare and Protection Agencies) Regulations 2022 (SL 2022/182) Contents – New Zealand Legislation

Find the list of CWPAs that can request or share information under the Oranga Tamariki Act 1989 here: https://www.legislation.govt.nz/act/public/1989/0024/latest/DLM147094.html

Other published agreements

New Zealand Security Intelligence Services Direct Access Agreement

The department holds a direct access agreement with The New Zealand Security and Intelligence Service. This allows access to Births, Deaths, Marriages, Civil Unions and Name Change information held  by the Registrar-General and Citizenship information held by the Secretary for Internal Affairs; under the Intelligence and Security Act 2017.

You can view the published agreement here: New Zealand Security Intelligence Services Direct Access Agreement (PDF, 942KB)

You can view the privacy impact assessment here: New Zealand Security Intelligence Services Privacy Impact Assessment Report (PDF, 500KB)

See also: The Intelligence Security Act 2017 (Legislation NZ website)

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