{"id":223082,"date":"2023-05-15T17:00:55","date_gmt":"2023-05-15T04:00:55","guid":{"rendered":"https:\/\/legalvision.co.nz\/?p=223082"},"modified":"2023-05-16T19:00:50","modified_gmt":"2023-05-16T06:00:50","slug":"customers-unique-identifiers","status":"publish","type":"post","link":"https:\/\/legalvision.co.nz\/data-privacy-it\/customers-unique-identifiers\/","title":{"rendered":"What Not to Do When Collecting Your NZ Customers&#8217; Unique Identifiers"},"content":{"rendered":"\n<p>You may use unique identifiers if your business needs to keep track of your customers and their information. Effectively, you assign a unique identifier to a customer, which you can use for reference in your business. Many organisations and businesses do this, particularly when dealing with large volumes of data. However, unique identifiers still classify as <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/personal-information-nz\/\">personal information<\/a>. Therefore, your business needs to take heed of its <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/privacy-laws\/\">privacy responsibilities<\/a> when dealing with it. In New Zealand, privacy law dictates how your business should handle unique identifiers. This article will explain what they are and what you should not do when collecting unique customer identifiers.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is a Unique Identifier?<\/h2>\n\n\n\n<p>A unique identifier is an identifying reference or tag, usually a string of numbers or letters. You assign this identifying tag to an individual, and it is unique to that person. Many organisations and businesses will use these identifiers for organisational and reference purposes. Some examples of assigned unique identifiers include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>driver\u2019s licence numbers;<\/li>\n\n\n\n<li>IRD numbers;<\/li>\n\n\n\n<li>student ID numbers; or<\/li>\n\n\n\n<li>passport numbers.<\/li>\n<\/ul>\n\n\n\n<p>Your business may collect customers\u2019 unique identifiers or assign your own number if necessary. Identifiers can be used as a reference point for a particular customer when referring to them in your business\u2019 computer systems. Each customer has a different number, and no two are the same.&nbsp;<\/p>\n\n\n\n<div  class=\"box box--icon box--idea\">\n    <p>For example, you may assign each client a unique identifier to store and retrieve client files efficiently. This could be a unique number or alphanumeric code, which you can use to search for that particular client in your databases.<\/p>\n<\/div>\n\n\n\n<p>Every individual has a set of unique identifiers attached to them, which your business may need access to. This information identifies a living individual, so it qualifies as personal information. Therefore, you must take due care when dealing with unique identifiers to operate in line with your privacy law obligations as an agency.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When To Assign Unique Identifiers<\/h2>\n\n\n\n<p>You should not arbitrarily assign customers with a unique identifier. Instead, you must have an identifiable purpose for assigning your customers\u2019 unique identifiers. This means a unique identifier is necessary for efficiently carrying out one of your business functions.&nbsp;<\/p>\n\n\n\n<p>For example, with your customers\u2019 consent, you may collect cookies from online customers for web analytics purposes. In addition, you may use unique identifiers to signify an individual customer\u2019s behaviour when collating usage data from multiple devices. This is a clear purpose as you analyse customer behaviour for marketing decisions.<\/p>\n\n\n\n<p>You cannot assign a customer with a unique identifier that another agency has already given them unless you:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>are associated entities for tax purposes; or<\/li>\n\n\n\n<li>will only use the identifier for statistical\/research purposes.<\/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\" class=\"not-prose\">0800 005 570<\/a> for urgent 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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 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You can only do so when the customer gives you the identifier for the purpose assigned to them or for another related purpose.<\/p>\n\n\n\n<p>For example, the New Zealand Transport Authority (NZTA) assigns individuals with driver\u2019s licence numbers to identify information regarding driving and its related laws. When you ask for a driver\u2019s licence for a photo ID, this is unrelated to those legal purposes. Therefore, you cannot ask for or retain the specific number assigned to a customer\u2019s licence.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to Deal With Unique Identifiers<\/h2>\n\n\n\n<p>To keep in line with your privacy obligations when handling unique identifiers, whether they be your own or another agency\u2019s, you must ensure you:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>only assign a unique identifier to an individual with an established identity; and<\/li>\n\n\n\n<li>minimise any risk of misuse of unique identifier.<\/li>\n<\/ul>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>For example, you may only display an abbreviated version of a client\u2019s unique identifier on receipts and similar documentation. This way, you can ensure that only intended parties will have access to a client\u2019s full unique identifier.<\/p>\n<\/div>\n\n\n\n<p>Unique identifiers are personal information. Therefore, you should assign this data the same <a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/business-secure-online\/\">security and handling protocols<\/a> as other personal information. Try to anonymise any personally identifiable information attached to these identifiers where possible. You should also make sure you:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>inform customers when using their unique identifiers and why;<\/li>\n\n\n\n<li>protect databases of client identifiers;<\/li>\n\n\n\n<li>secure online connections when customers give you their unique identifiers; and<\/li>\n\n\n\n<li>get consent when disclosing identifiers.<\/li>\n<\/ul>\n\n\n\n<p>To adequately protect unique identifiers, you may utilise the following methods:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>firewalls;<\/li>\n\n\n\n<li>anti-virus;<\/li>\n\n\n\n<li>encryption;<\/li>\n\n\n\n<li>restricted access to identifiers; and<\/li>\n\n\n\n<li>2-factor authentication.<\/li>\n<\/ul>\n\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\/2021\/12\/22120930\/nguyen-dang-hoang-nhu-dYUQI3dM4R4-unsplash-1-e1640128185702.jpg\" alt=\"Front page of publication\"\n                 loading=\"lazy\" width=\"208\" height=\"298\">\n                <section>\n            <div class=\"text-2xl font-bold\">Cold Direct Email Templates<\/div>\n            <div class=\"body-text\">\n                <p>Drive your sales leads with cold emails that will help you connect with prospective customers. The series includes initial and follow up cold emails that you can incorporate into your sales process. Simply customise them and send them out.<\/p>\n            <\/div>\n            \n\n<a href=\"https:\/\/go.legalvision.co.nz\/cold-direct-email-templates-nz.html\" 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\">Consider the Privacy Act 2020<\/h2>\n\n\n\n<p>The <em>Privacy Act 2020<\/em> contains privacy principles. For example, principle 13 relates to unique identifiers. The principles state that a company can only assign unique identifiers to consumers when necessary for business functions.&nbsp;<\/p>\n\n\n\n<p>Note that you cannot assign a unique identifier to a person if that identifier has already been given to the same person by a different company.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways<\/h2>\n\n\n\n<p>Unique identifiers are usually alphanumeric tags or a reference your business may use to distinguish between clients in your systems. You may also need to collect clients\u2019 unique identifiers with other agencies when doing so for the purpose that identifier was assigned. Unique identifiers are personal information. Therefore you need to take steps to comply with your privacy law obligations when handling them. Further, you must protect unique identifiers to the best of your ability while also considering the <em>Privacy Act 2020<\/em>.&nbsp;<\/p>\n\n\n\n<p>If you would like more information or help with handling unique identifiers at your business, our experienced <a href=\"https:\/\/legalvision.co.nz\/it-lawyers-lp\">data, privacy and IT lawyers<\/a> can assist as part of our LegalVision membership. You will have unlimited access to lawyers who can answer your questions and draft and review your documents for a low monthly fee. Call us today at\u00a0 <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\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-1684122975395\"><strong class=\"schema-faq-question\"><strong>What is a unique identifier?<\/strong><\/strong> <p class=\"schema-faq-answer\">A unique identifier is a tag or reference assigned to a person, usually letters or numbers. Examples could include driver\u2019s licence numbers, serial numbers, or student ID numbers.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1684122984307\"><strong class=\"schema-faq-question\"><strong>Would my business use a unique identifier?<\/strong><\/strong> <p class=\"schema-faq-answer\">Your business may use unique identifiers for organising client files or providing an alternate reference for customers rather than their names.<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"3bc3beddae\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/223082\" \/>            <input value=\"https:\/\/legalvision.co.nz\/data-privacy-it\/customers-unique-identifiers\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"What Not to Do When Collecting Your NZ Customers&#8217; Unique Identifiers\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>You may use unique identifiers if your business needs to keep track of your customers and their information. Effectively, you assign a unique identifier to a customer, which you can use for reference in your business. Many organisations and businesses do this, particularly when dealing with large volumes of data. However, unique identifiers still classify<a href=\"https:\/\/legalvision.co.nz\/data-privacy-it\/customers-unique-identifiers\/\">Continue reading <span class=\"sr-only\">&#8220;What Not to Do When Collecting Your NZ Customers&#8217; Unique Identifiers&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13316,"featured_media":215610,"comment_status":"closed","ping_status":"closed","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":"996,201910,205680,219962,206002,217132","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[28],"tags":[23,25,30,1234,1822],"class_list":["post-223082","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-privacy-it","tag-start-a-business","tag-small-business","tag-company","tag-privacy-obligations","tag-privacy-polic"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Collecting Customers&#039; 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Examples could include driver\u2019s licence numbers, serial numbers, or student ID numbers.","inLanguage":"en-NZ"},"inLanguage":"en-NZ"},{"@type":"Question","@id":"https:\/\/legalvision.co.nz\/data-privacy-it\/customers-unique-identifiers\/#faq-question-1684122984307","name":"Would my business use a unique identifier?","acceptedAnswer":{"@type":"Answer","text":"Your business may use unique identifiers for organising client files or providing an alternate reference for customers rather than their names.","inLanguage":"en-NZ"},"inLanguage":"en-NZ"}]}},"_links":{"self":[{"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/posts\/223082","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/users\/13316"}],"replies":[{"embeddable":true,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/comments?post=223082"}],"version-history":[{"count":4,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/posts\/223082\/revisions"}],"predecessor-version":[{"id":223111,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/posts\/223082\/revisions\/223111"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/media\/215610"}],"wp:attachment":[{"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/media?parent=223082"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/categories?post=223082"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/legalvision.co.nz\/api\/wp\/v2\/tags?post=223082"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}