{"id":206220,"date":"2021-06-24T20:16:46","date_gmt":"2021-06-24T07:16:46","guid":{"rendered":"https:\/\/legalvision.co.nz\/?p=206220"},"modified":"2024-06-26T19:14:02","modified_gmt":"2024-06-26T06:14:02","slug":"employee-privacy-obligations","status":"publish","type":"post","link":"https:\/\/legalvision.co.nz\/data-privacy-it\/employee-privacy-obligations\/","title":{"rendered":"Does My Business Have Privacy Obligations Towards My NZ Employees?"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">New Zealand law treats privacy rights seriously, imposing a mandatory standard for any business that <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/privacy-laws\/\">handles personal information<\/a>. Indeed, you may already be aware of your privacy obligations towards your customers. These same obligations also apply to your employees. You should not unnecessarily interfere with the privacy of your employees. If they think you have done so, they can complain to the Privacy Commission, and you may face legal and financial penalties. Therefore, to respect your employees and comply with New Zealand privacy laws, you need to uphold your employees\u2019 privacy obligations. This article will explain what these are and how they may play out in the workplace.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Your General Privacy Obligations<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If your business handles <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/personal-information-nz\/\">personal data<\/a>, you are an agency and must comply with the <em>Privacy Act 2020<\/em>. Indeed, personal information is any data that can identify a living person, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>names;<\/li>\n\n\n\n<li>photographs;<\/li>\n\n\n\n<li>phone numbers;<\/li>\n\n\n\n<li>home addresses; or&nbsp;<\/li>\n\n\n\n<li>email addresses.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">When you handle such personal data, you must follow the law\u2019s requirements at all stages of its life within your business. The table below outlines these requirements.<\/p>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table><thead><tr><th>Action<\/th><th>Explanation<\/th><\/tr><\/thead><tbody><tr><td>\n<p><span style=\"font-weight: 400\">Collection<\/span><\/p>\n<\/td><td> <p><span style=\"font-weight: 400\">Only collect the information you need for a legitimate business purpose, directly from the relevant individual where possible. You must tell them you are doing so, and collection must be legal and unintrusive.<\/span><\/p> <\/td><\/tr><tr><td>\n<p><span style=\"font-weight: 400\">Use<\/span><\/p>\n<\/td><td>\n<p><span style=\"font-weight: 400\">Use information for the purpose you collected it, and ensure it is accurate and up to date.<\/span><\/p>\n<\/td><\/tr><tr><td>\n<p><span style=\"font-weight: 400\">Storage<\/span><\/p>\n<\/td><td>\n<p><span style=\"font-weight: 400\">Store personal information securely, and do not keep it for longer than is necessary. Allow individuals to access and correct the information you hold unless there is a valid reason not to.<\/span><\/p>\n<\/td><\/tr><tr><td>\n<p><span style=\"font-weight: 400\">Disclosure<\/span><\/p>\n<\/td><td>\n<p><span style=\"font-weight: 400\">You can only disclose personal information if that was why you collected it or if you have consent to do so. Some laws may also require disclosure.&nbsp;<\/span><\/p>\n<\/td><\/tr><tr><td>\n<p><span style=\"font-weight: 400\">Disposal<\/span><\/p>\n<\/td><td>\n<p><span style=\"font-weight: 400\">Dispose of information securely and permanently.<\/span><\/p>\n<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><span style=\"font-weight: 400\">There are also specific principles relating to sending personal information overseas and unique identifiers that you must follow.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Privacy Obligations Towards Your Employees<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Your business has these obligations towards all individuals, including your employees. This covers all employees, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>past;<\/li>\n\n\n\n<li>present; and<\/li>\n\n\n\n<li>potential.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">You will likely store a lot of personal data about your employees in their respective files, so you must follow the legal requirements when handling such information. This information will include what you collect:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>from your employees directly;<\/li>\n\n\n\n<li>from third parties; and<\/li>\n\n\n\n<li>through the course of a person\u2019s employment.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Note that your employees can ask you for access to their personal files and other similar information you hold about them. Within 20 working days of receiving such a request, you must either:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>give them access; or<\/li>\n\n\n\n<li>provide a legitimate reason to refuse access.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If you refuse access to the data, this could be for a valid reason. For example, if giving them access would infringe on another employee\u2019s privacy rights, then you can refuse access. If you are refusing an employee\u2019s access to their own personal information, you should provide a reason for doing so.<\/p>\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\" class=\"not-prose\">0800 005 570<\/a> for urgent assistance.\n                <br>\n                Otherwise, complete this form, and we will contact you within one business day.\n                    <\/span>\n    <\/div>\n\n    \n\n<div class=\"not-prose flex justify-center text-left gform_input_bg_white    \">\n 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aria-invalid=\"false\"  \/>\n                        <\/div><\/div><div id=\"field_2452_3\" class=\"gfield gfield--type-phone gfield--input-type-phone gf_right_half gfield--width-half gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"  ><label class='gfield_label gform-field-label' for='input_2452_3'>Phone<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class='ginput_container ginput_container_phone'><input name='input_3' id='input_2452_3' type='tel' value='' class='medium'   aria-required=\"true\" aria-invalid=\"false\"   \/><\/div><\/div><div id=\"field_2452_14\" class=\"gfield gfield--type-select gfield--input-type-select gfield--width-full custom-select gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"  ><label class='gfield_label gform-field-label' for='input_2452_14'>Number of Employees in Your Business<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class='ginput_container ginput_container_select'><select name='input_14' id='input_2452_14' class='large gfield_select'    aria-required=\"true\" aria-invalid=\"false\" ><option value='' ><\/option><option value='0' >0<\/option><option value='1' >1-5<\/option><option value='6' >6-20<\/option><option value='21' >21-50<\/option><option value='51' >51-250<\/option><option value='250' >250+<\/option><\/select><\/div><\/div><div id=\"field_2452_4\" class=\"gfield gfield--type-textarea gfield--input-type-textarea gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"  ><label class='gfield_label gform-field-label' for='input_2452_4'>Tell us about your enquiry<span 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View our <a href=\"https:\/\/legalvision.co.nz\/privacy-policy\/\" target=\"_blank\">Privacy Policy<\/a>. <\/div><div id=\"field_2452_8\" class=\"gfield gfield--type-hidden gfield--input-type-hidden gform_hidden field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"  ><div class='ginput_container ginput_container_text'><input name='input_8' id='input_2452_8' type='hidden' class='gform_hidden'  aria-invalid=\"false\" value='http:\/\/legalvision.co.nz\/api\/wp\/v2\/posts\/206220' \/><\/div><\/div><div id=\"field_2452_13\" class=\"gfield gfield--type-hidden gfield--input-type-hidden gform_hidden field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"  ><div class='ginput_container ginput_container_text'><input name='input_13' id='input_2452_13' type='hidden' class='gform_hidden'  aria-invalid=\"false\" value='generic_form' \/><\/div><\/div><\/div><\/div>\n        <div class='gform-footer gform_footer top_label'> <button type=\"submit\" id=\"gform_submit_button_2452\" class=\"gform_button button\" onclick=\"gform.submission.handleButtonClick(this);\" data-submission-type=\"submit\"><span class=\"gform_submit_button__text\">Submit Now<\/span><\/button> <input type='hidden' name='gform_ajax' value='form_id=2452&amp;title=&amp;description=&amp;tabindex=0&amp;theme=gravity-theme&amp;hash=8d907caff460821c366ed2411b0c45b3' \/>\n            <input type='hidden' class='gform_hidden' name='gform_submission_method' data-js='gform_submission_method_2452' value='iframe' \/>\n            <input type='hidden' class='gform_hidden' name='gform_theme' data-js='gform_theme_2452' id='gform_theme_2452' value='gravity-theme' \/>\n            <input type='hidden' class='gform_hidden' name='gform_style_settings' data-js='gform_style_settings_2452' id='gform_style_settings_2452' value='' \/>\n            <input type='hidden' class='gform_hidden' name='is_submit_2452' value='1' \/>\n            <input type='hidden' class='gform_hidden' name='gform_submit' value='2452' \/>\n            \n            <input type='hidden' class='gform_hidden' name='gform_currency' data-currency='AUD' value='pxFPElUcnHLBIh8Q6fhchb4K6rZHWYdokB2vTT53dEXA8TEouU+zclY\/LrZse2YN6GbukXqFJPRBwJv++GafAhUOfhigltw9QPz7ZGYmNViwebw=' \/>\n            <input type='hidden' class='gform_hidden' name='gform_unique_id' value='' \/>\n            <input type='hidden' class='gform_hidden' name='state_2452' value='WyJ7XCIxNFwiOltcIjIyODY0N2ViMWU3NTcxZjA4YTY4NGJmMDcwMTk3Y2I0XCIsXCJiMzk3YmQ1MDBmMmFjNjk1ODE4MzdmNTBhYTA2MzQ0OFwiLFwiNGYyNGZkZGEwMzlkNDUxMWFhZGE1NGYwZmQwZmNiZTdcIixcIjUyMmJkMDE2M2I2ZmEwOTI3NDZhZjU5YTg0ZmM1NDk5XCIsXCIzODRlNjk1YjQxMTAzMWFiYmQ2ODEyMGYyZWFhMDYyNlwiLFwiYjkzNDcwNTE2MjkxOGRjZWViMjQzNzRjNmE0NGVmNTlcIixcIjQxMTliODZhMzVjYzJiMWViNDZiMmQ4NjRlNGUzZmNjXCJdfSIsIjQ3MjNiMzA2ZDIyZGVkODA2N2YyMjYyOThkYzI1ODVmIl0=' \/>\n            <input type='hidden' autocomplete='off' class='gform_hidden' name='gform_target_page_number_2452' id='gform_target_page_number_2452' value='0' \/>\n            <input type='hidden' autocomplete='off' class='gform_hidden' name='gform_source_page_number_2452' id='gform_source_page_number_2452' value='1' \/>\n            <input type='hidden' name='gform_field_values' value='' \/>\n            \n        <\/div>\n                        <\/form>\n                        <\/div>\n\t\t                <iframe style='display:none;width:0px;height:0px;' src='about:blank' name='gform_ajax_frame_2452' id='gform_ajax_frame_2452' title='This iframe contains the logic required to handle Ajax powered Gravity Forms.'><\/iframe>\n\t\t                <script>\ngform.initializeOnLoaded( function() {gformInitSpinner( 2452, 'https:\/\/legalvision.co.nz\/wp-content\/themes\/legalv-v6\/img\/spinner.svg', true );jQuery('#gform_ajax_frame_2452').on('load',function(){var contents = jQuery(this).contents().find('*').html();var is_postback = contents.indexOf('GF_AJAX_POSTBACK') >= 0;if(!is_postback){return;}var form_content = jQuery(this).contents().find('#gform_wrapper_2452');var is_confirmation = jQuery(this).contents().find('#gform_confirmation_wrapper_2452').length > 0;var is_redirect = contents.indexOf('gformRedirect(){') >= 0;var is_form = form_content.length > 0 && ! 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As long as it is for a legitimate and necessary business purpose, you can do so without too much hassle. You need to ensure your employees know when you collect and use their personal information, so it is a good idea to include a privacy clause detailing this in their <a href=\"https:\/\/legalvision.co.nz\/employment\/employment-agreement\/\">employment agreement<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example, many businesses use CCTV for security purposes. You must ensure your employees know that you are filming them and only do so when necessary.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you cannot provide a legitimate purpose for collecting an employee\u2019s personal information, you should not gather that information. For example, you may collect some personal information with consent directly related to an employee\u2019s fitness for employment, including:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>criminal conviction information;<\/li>\n\n\n\n<li>visa information;<\/li>\n\n\n\n<li>information relating to anti-money laundering or a credit check;<\/li>\n\n\n\n<li>information from referees; and<\/li>\n\n\n\n<li>health information where appropriate.<\/li>\n<\/ul>\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\">Privacy Policies In the Workplace<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">It is important to encourage a positive culture around privacy protection in the workplace and that your employees are receptive to this culture. If an employee breaches the privacy of another employee or a customer, your business will usually be the one responsible. This is unless you can prove you have taken all reasonable steps to prevent employees from breaching another person\u2019s privacy. Therefore, make sure that:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>you train staff so that they know their privacy law obligations;<\/li>\n\n\n\n<li>you have a <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/privacy-officer-nz-business\/\">privacy officer<\/a>;<\/li>\n\n\n\n<li>there are clear policies around how your business handles personal information;<\/li>\n\n\n\n<li>employees understand both their privacy rights and duties; and<\/li>\n\n\n\n<li>you have ways of monitoring access to both employee and customer information.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Your business must follow New Zealand privacy law when dealing with personal information. This applies to any personal information about your customers and your employees. In particular, you need to ensure your employees know when you collect their information, and you need a legitimate reason to do so.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For more information or help with your privacy obligations towards your employees, our experienced <a href=\"https:\/\/legalvision.co.nz\/it-lawyers-lp\">privacy lawyers<\/a> can assist you 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\">membership page<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>New Zealand law treats privacy rights seriously, imposing a mandatory standard for any business that handles personal information. Indeed, you may already be aware of your privacy obligations towards your customers. These same obligations also apply to your employees. You should not unnecessarily interfere with the privacy of your employees. If they think you have<a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/employee-privacy-obligations\/\">Continue reading <span class=\"sr-only\">&#8220;Does My Business Have Privacy Obligations Towards My NZ Employees?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13387,"featured_media":201763,"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":"202844,212139,212102,210216,203832,1559","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[28],"tags":[24,25,38,54,585],"class_list":["post-206220","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-privacy-it","tag-startup","tag-small-business","tag-privacy-act","tag-medium-business","tag-personal-informatoin"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What Are My Employee Privacy Obligations? | LegalVision NZ<\/title>\n<meta name=\"description\" content=\"Your New Zealand business has legal employee privacy obligations that apply to all personal information. 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