{"id":1190,"date":"2020-12-14T02:17:57","date_gmt":"2020-12-14T02:17:57","guid":{"rendered":"http:\/\/nz.legalvision.com.au\/?p=1190"},"modified":"2025-08-29T13:11:29","modified_gmt":"2025-08-29T00:11:29","slug":"what-is-workplace-confidentiality-in-new-zealand","status":"publish","type":"post","link":"https:\/\/legalvision.co.nz\/commercial-contracts\/what-is-workplace-confidentiality-in-new-zealand\/","title":{"rendered":"What is Workplace Confidentiality in New Zealand?"},"content":{"rendered":"\n<p><span style=\"font-weight: 400\">As an employer, you have a <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/employee-privacy-obligations\/\">legal obligation to respect your employees&#8217; privacy<\/a><\/span>. This means setting reasonable limits and not intruding into their private lives. Failing to respect your employees&#8217; rights to privacy can not only result in legal action but also negatively impact <span style=\"font-weight: 400\">your workplace productivity and environment. This article explains your obligations as an employer in New Zealand to maintain workplace confidentiality, such as:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">managing the collection, maintenance and security of personal data;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">monitoring your employees while at work;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">contacting employees outside of work hours; and\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">protecting the data of job applicants.<\/span><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">How to Manage the Collection of Personal Data at Work<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">As an employer, you can collect personal information about your employees as long as:\u00a0<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">you have a valid work-related purpose, such as payroll, or\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">you are following the law.\u00a0<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400\">Your <a href=\"https:\/\/legalvision.co.nz\/employment\/employment-agreement\/\">employment agreement<\/a> and policies should explain what information you collect and what you will be using that information for, as well as any disciplinary actions that you may take if someone breaches it. You should also develop processes and provide training to inform everyone in your workplace on how to collect and manage private data.\u00a0<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">Your legal obligations regarding the private information you collect from your employees include:\u00a0<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">protecting its confidentiality;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">preventing its disclosure;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">using it for its intended purposes; and<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">allowing your employees to access it if they ask.<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400\">If your employees request access to their personal files, you must either give them access or explain why they cannot see them. You must provide access as soon as possible and within twenty working days. If you cannot meet this timeframe, you may request an extension.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Can You Monitor Your Employees During Work?<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Installing cameras or other software to monitor your employees during work hours should be your last resort<\/span>, as this can negatively impact your employees&#8217; morale and productivity. However, there are instances in which you might decide it is necessary, such as to protect staff or to minimise theft. Occasionally, you may need to monitor an employee without their knowledge, for example, if you suspect they are <span style=\"font-weight: 400\">stealing.<\/span> However, y<span style=\"font-weight: 400\">ou should always approach this carefully to avoid legal action.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">You must establish a policy that outlines when and why you monitor your employees, ensuring it complies with both <\/span>the <em>Employment Relations Act 2000<\/em> and the <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/privacy-act-and-information-privacy-principles\/\"><em>Privacy Act<\/em><\/a>. Furthermore, you\u00a0should take practical steps to inform your employees of this policy before implementing monitoring<span style=\"font-weight: 400\"> and explain why it is necessary. Your employees have the right to discuss this policy with you and involve their union.\u00a0<\/span><\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>If you have a genuine reason to monitor how your employees use their devices and the internet, you need to clearly explain your expectations and how you will monitor their usage.<\/p>\n<\/div>\n\n\n\n<p><span style=\"font-weight: 400\">If you collect information by recording your employees&#8217; activity, you must meet several obligations under the <em>Privacy Act<\/em>, such as:\u00a0<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">how to secure this data,\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">e<\/span>nsuring<span style=\"font-weight: 400\"> that it is accurate before relying on it;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">you should only keep it while required;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">you can only use it for the purpose you collected it for;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">the circumstances in which you may disclose this information;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">allowing your employees to access it; and\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">correcting this information on your employees&#8217; request.<\/span><\/li>\n<\/ul>\n\n\n\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold text-center text-white no-underline bg-gray-800 rounded-t-xl\">\n    Continue reading this article below the form\n    <i class=\"text-xl fa-regular fa-arrow-down\"><\/i>\n<\/a>\n<div class=\"px-6 pt-10 pb-12 mb-10 text-center bg-gray-100 rounded-b-xl sm:px-12 test\">\n    <div class=\"mb-8 text-2xl font-bold text-orange\">\n        Need legal advice?\n        <br>\n        <span class=\"text-lg not-prose\">\n                            Call <a href=\"tel:+64800005570\" 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is_redirect && ! is_confirmation;var mt = parseInt(jQuery('html').css('margin-top'), 10) + parseInt(jQuery('body').css('margin-top'), 10) + 100;if(is_form){form_content.find('form').css('opacity', 0);jQuery('#gform_wrapper_2452').html(form_content.html());if(form_content.hasClass('gform_validation_error')){jQuery('#gform_wrapper_2452').addClass('gform_validation_error');} else {jQuery('#gform_wrapper_2452').removeClass('gform_validation_error');}setTimeout( function() { \/* delay the scroll by 50 milliseconds to fix a bug in chrome *\/ jQuery(document).scrollTop(jQuery('#gform_wrapper_2452').offset().top - mt); }, 50 );if(window['gformInitDatepicker']) {gformInitDatepicker();}if(window['gformInitPriceFields']) {gformInitPriceFields();}var current_page = jQuery('#gform_source_page_number_2452').val();gformInitSpinner( 2452, 'https:\/\/legalvision.co.nz\/wp-content\/themes\/legalv-v6\/img\/spinner.svg', true );jQuery(document).trigger('gform_page_loaded', [2452, current_page]);window['gf_submitting_2452'] = false;}else if(!is_redirect){var confirmation_content = jQuery(this).contents().find('.GF_AJAX_POSTBACK').html();if(!confirmation_content){confirmation_content = contents;}jQuery('#gform_wrapper_2452').replaceWith(confirmation_content);jQuery(document).scrollTop(jQuery('#gf_2452').offset().top - mt);jQuery(document).trigger('gform_confirmation_loaded', [2452]);window['gf_submitting_2452'] = false;wp.a11y.speak(jQuery('#gform_confirmation_message_2452').text());}else{jQuery('#gform_2452').append(contents);if(window['gformRedirect']) {gformRedirect();}}jQuery(document).trigger(\"gform_pre_post_render\", [{ formId: \"2452\", currentPage: \"current_page\", abort: function() { this.preventDefault(); } }]);        if (event && event.defaultPrevented) {                return;        }        const gformWrapperDiv = document.getElementById( \"gform_wrapper_2452\" );        if ( gformWrapperDiv ) {            const visibilitySpan = document.createElement( \"span\" );            visibilitySpan.id = \"gform_visibility_test_2452\";            gformWrapperDiv.insertAdjacentElement( \"afterend\", visibilitySpan );        }        const visibilityTestDiv = document.getElementById( \"gform_visibility_test_2452\" );        let postRenderFired = false;        function triggerPostRender() {            if ( postRenderFired ) {                return;            }            postRenderFired = true;            gform.core.triggerPostRenderEvents( 2452, current_page );            if ( visibilityTestDiv ) {                visibilityTestDiv.parentNode.removeChild( visibilityTestDiv );            }        }        function debounce( func, wait, immediate ) {            var timeout;            return function() {                var context = this, args = arguments;                var later = function() {                    timeout = null;                    if ( !immediate ) func.apply( context, args );                };                var callNow = immediate && !timeout;                clearTimeout( timeout );                timeout = setTimeout( later, wait );                if ( callNow ) func.apply( context, args );            };        }        const debouncedTriggerPostRender = debounce( function() {            triggerPostRender();        }, 200 );        if ( visibilityTestDiv && visibilityTestDiv.offsetParent === null ) {            const observer = new MutationObserver( ( mutations ) => {                mutations.forEach( ( mutation ) => {                    if ( mutation.type === 'attributes' && visibilityTestDiv.offsetParent !== null ) {                        debouncedTriggerPostRender();                        observer.disconnect();                    }                });            });            observer.observe( document.body, {                attributes: true,                childList: false,                subtree: true,                attributeFilter: [ 'style', 'class' ],            });        } else {            triggerPostRender();        }    } );} );\n<\/script>\n<\/div>\n<\/div>\n<div id=\"content-next\"><!-- scroll anchor --><\/div>\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Can You Contact Your Employees During Non-Work Hours<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">You should only contact your employees outside work hours if it is necessary. For example, some acceptable scenarios include if:&nbsp;<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">there is an emergency;<\/span> or<\/li>\n\n\n\n<li><span style=\"font-weight: 400\">your employee is<\/span>:\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">on call or working from home;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">on sick or garden paid leave, or if you need to consult them as part of a change process while they are on annual holidays or parental leave;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">absent and has not given you a valid reason; or<\/span><\/li>\n\n\n\n<li>h<span style=\"font-weight: 400\">as received a suspension.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Data Protection During the Hiring Process<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">When hiring new employees, it is essential to protect the privacy of job applicants\u2019 personal information and refrain from asking questions that may indicate an intention to discriminate. Some inappropriate questions include:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">do you have any disabilities,\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">are you pregnant; or\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">are you planning to have children?<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400\">However, you can ask a job applicant if there is anything that would prevent them from carrying out the full duties of the job. You also need to inform them if you plan to conduct background checks, such as contacting their former or current employers.<\/span><\/p>\n\n\n    <div class=\"my-7 lg:my-10 border-y-2 border-gray-100 py-7 lg:py-10 flex flex-col sm:flex-row items-start gap-10\">\n                    <img decoding=\"async\" class=\"w-52 mx-auto my-0! rounded\" src=\"https:\/\/img.legalvision.com.au\/wp-content\/uploads\/sites\/2\/2023\/05\/19143613\/Screen-Shot-2023-05-19-at-11.36.05-am.png\" alt=\"Front page of publication\"\n                 loading=\"lazy\" width=\"208\" height=\"298\">\n                <section>\n            <div class=\"text-2xl font-bold\">NZ Website Privacy Policy<\/div>\n            <div class=\"body-text\">\n                <p>This Website Privacy Policy states how a business will deal with the personal information of its users. <\/p>\n            <\/div>\n            \n\n<a href=\"https:\/\/legalvision.co.nz\/documents\/website-privacy-policy\/\" class=\" block px-5 py-3.5 max-w-fit bg-orange button__hover transition rounded text-white font-bold text-lg no-underline uppercase leading-tight text-center\" target=\"\" rel=\"\">Download Now<\/a>        <\/section>\n    <\/div>\n\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Key Takeaways&nbsp;<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Throughout the employment process, including hiring, managing payroll and performance, and exiting, you will need to collect and maintain sensitive information about your employees. Hence, it is essential to understand your obligations under New Zealand law, including:\u00a0<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">having a valid work-related purpose for the information you collect, for example, managing payroll, and using it for its intended purpose;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">not disclosing any private information about your employees;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">protecting the confidentiality of this information, for example, developing a confidentiality policy and processes;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">allowing your employees to access it and correct it if they ask;\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">acting in good faith and following the law if you need to monitor your employees; and\u00a0<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">not asking discriminatory questions to a job applicant during your recruitment process.<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400\">If you need help understanding your legal obligations to protect your employees&#8217; information or drafting a confidentiality clause or policy, <\/span>our experienced <a href=\"https:\/\/legalvision.co.nz\/employment-lawyers-lp\">employment lawyers<\/a> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents. Call us today on <a href=\"tel:+64800005570\" class=\"AVANSERnumber dynamic-number\">0800 005 570<\/a> or visit our <a href=\"https:\/\/legalvision.co.nz\/membership\/\" target=\"_blank\" rel=\"noreferrer noopener\">membership page<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Frequently Asked Questions<\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1606880228344\"><strong class=\"schema-faq-question\"><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong>Why is confidentiality important in the workplace?<\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong> <p class=\"schema-faq-answer\">Under New Zealand law, you must maintain confidentiality in your workplace. However, this is also important from a business perspective, as it helps to demonstrate a standard level of courtesy to your customers and employees by protecting their data.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1606880258379\"><strong class=\"schema-faq-question\"><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong>What are the ways employers can protect confidentiality in the workplace?<\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong> <p class=\"schema-faq-answer\">You can protect confidentiality in your workplace by developing policies and processes to collect and maintain your employees&#8217; private data and other confidential information. For example, you should add a confidentiality clause to your employment agreements. This ensures that employees understand their rights and obligations to protect the privacy of data, provide regular training to all your staff and develop an employee exit procedure.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1606880271477\"><strong class=\"schema-faq-question\"><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong>What can you not ask on an employment application?<\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong> <p class=\"schema-faq-answer\">As an employer, you cannot ask questions throughout the recruitment process that could lead to discrimination of the job applicant, such as age, marital status, race, political views or religion-related questions. You can ask a job applicant if there is anything that would prevent them from carrying out the full duties of the job, but you cannot specifically ask whether they have any disabilities, mental health issues or are planning to get pregnant.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1606989773267\"><strong class=\"schema-faq-question\"><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong>Can you watch your employees on camera all day?<\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong><\/strong> <p class=\"schema-faq-answer\">In some instances, you might decide it is necessary to monitor an employee by using a hidden camera or other monitoring software. Still, you should approach this carefully and act in good faith and follow New Zealand privacy laws. For example, you need to have a valid reason for monitoring your employees, such as if you suspect that they may be stealing.<\/p> <\/div> <\/div>\n","protected":false},"excerpt":{"rendered":"<p>As an employer, you have a legal obligation to respect your employees&#8217; privacy. This means setting reasonable limits and not intruding into their private lives. Failing to respect your employees&#8217; rights to privacy can not only result in legal action but also negatively impact your workplace productivity and environment. This article explains your obligations as<a href=\"https:\/\/legalvision.co.nz\/commercial-contracts\/what-is-workplace-confidentiality-in-new-zealand\/\">Continue reading <span class=\"sr-only\">&#8220;What is Workplace Confidentiality in New Zealand?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13496,"featured_media":228317,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[3],"tags":[24,25,41,54,109,2140],"class_list":["post-1190","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-commercial-contracts","tag-startup","tag-small-business","tag-commercial-contracts","tag-medium-business","tag-employment-contract","tag-privacy-act-2020"],"acf":[],"yoast_head":"<!-- This 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