DPUP toolkit
This toolkit has guidance and tools to help you understand and use the Data Protection and Use Policy (DPUP).
About the DPUP toolkit
Discover what the toolkit offers and how it’s organised before you get started.
An easy-to-follow 1-page overview of the DPUP principles and guidelines.
Glossary of key terms used in the DPUP.
Introduction to DPUP principles and guidelines
Videos
Video: Introduction to DPUP
This 3-minute video explains DPUP’s key concepts, who it’s for, and how it was developed.
Video transcript
[Audio]
Data.
[Visual]
The word data is typed on the screen followed by a full stop.
[Audio]
It can be easy to forget that behind the virtual world of numbers...
[Visual]
The scene zooms in on the full stop at the end of the word ‘Data’. This full stop starts to move upwards in front of other dots, forming a line of data. More lines join, in motion.
[Audio]
...and variables lies something very personal.
[Visual]
On ‘personal’, 1 of the dots stops moving and another dot bumps into it.
[Audio]
Us.
[Visual]
As the narrator speaks the word ‘Us’ the 2 dots join to form a heart. The heart pulses and beats.
[Audio]
He tāngata, the people.
[Visual]
Two people are formed from the heart.
[Audio]
The Data Protection and Use Policy exists to help those who help others,
[Visual]
Zoom in between the 2 people. The cover of the Policy becomes visible. It opens up to reveal a spread with 2 hands on either side.
[Audio]
...understand what ‘doing the right thing’ looks like, when collecting and using data...
[Visual]
As the spread fills the whole frame, the hands come to life and shake as the narrator says ‘doing the right thing’.
[Audio]
...from the people they serve.
[Visual]
The top hand releases brilliant ‘seeds’ of data down towards the lower hand. Some trickle down like sand, some hover in space.
[Audio]
Because it’s essential to ensure the information of all people in Aotearoa is collected,
[Visual]
We zoom into this data seed ‘matrix’ so the hands disappear. The camera moves through space dodging though the data seeds. Pause on a data seed to show a person in a data seed.
[Audio]
...stored, accessed and shared in ways that are respectful, trusted and transparent.
[Visual]
The data seed with a person inside it, holding a baby, pans to a seed with a wharenui. The wharenui fills the frame. The roof, sides and floor of the wharenui morph into a trinity knot, symbolising trust. The 3 rounded shapes then morph and collect into a circle which in turn morphs into a lightbulb.
[Audio]
The Policy has been developed under the kaupapa of togetherness...
[Visual]
The light-bulb moves up, flashes then zooms out to show the lightbulb above 3 heads.
[Audio]
...and so places emphasis on relationships, not rules.
[Visual]
Focus goes to the middle person who is now encapsulated in a circle. Other circles containing people pop up around them, with lines showing relationships.
[Audio]
It recognises that data is not owned by the people or organisations who collect and use it,
[Visual]
Zoom in on one of the ‘relationship’ circles to reveal it is a small terrarium, a protective small glass dome containing the seeds of data. Two more terrariums are added to the scene, slid in from each side.
[Audio]
...but that they share a responsibility for its care and correct use.
[Visual]
A hand comes and gently lifts the lid from the terrarium in the middle, as the seeds sink down into the soil below.
[Audio]
Every action taken, and decision made with data,
[Visual]
We see the seeds below the ground and we zoom in on one. It cracks open and begins to sprout beneath the ground.
[Audio]
...should be with the following question in mind,
[Visual]
The sprout grows from the dark up into the light.
[Audio]
...“How does this contribute toward the wellbeing of the individual or community?”
[Visual]
More plants grow up around it. The scene shifts, focusing on the sun above the growing plants, and then downwards to a map of Aotearoa New Zealand.
[Audio]
If your work is within the social sector, supporting the wellbeing of New Zealanders,
[Visual]
We keep tracking up to see the sun behind the plants. Track down to see the plants are replaced by a map of New Zealand. Zoom into a house on the map.
[Audio]
...then the information in this Policy has been created with people like you,
[Visual]
House rearranges into whiteboard showing 3 interlinked circles.
[Audio]
...for you — and the people you are serving.
[Visual]
The whiteboard rearranges into hospital. The doors of the hospital slide open.
[Audio]
In particular, if you work at the frontline collecting data,
[Visual]
Zoom into the hospital to reveal a person behind a front desk, a person approaches and hands them a terrarium of data.
[Audio]
...are part of a funding organisation,
[Visual]
Three hands are shown, palms up.
[Audio]
...or work to develop insights about the social sector —
[Visual]
The 3 hands are withdrawn and replaced by a hand with a jigsaw piece of data.
[Audio]
...the Policy delivers practical, capability-building guidance...
[Visual]
The hand pans to a computer with a jigsaw piece missing. The hand holding the jigsaw piece of data reappears and puts the jigsaw piece in place, completing the computer screen. Zoom in to the dots on the computer.
[Audio]
...to help you recognise your role as kaitiaki,
[Visual]
Zoom in fast to a section of the dots that are in a ‘step’ format. Legs enthusiastically skip up the steps and land on the top dot. Pan up to see the face and body of the social sector person holding documents.
[Audio]
...and empower people with choice, respect and clear communication...
[Visual]
As if they are all standing around a circle below, different people rotate into frame, holding their own terrariums with data seeds.
[Audio]
...when it comes to their information.
[Visual]
Lands on last person holding their terrarium with data seeds.
[Audio]
We heard from over one thousand voices across the sector,
[Visual]
The last person forms a speech bubble. Pan away to multiple speech bubbles in the air in 4 different colours.
[Audio]
...where 4 main themes were identified...
[Visual]
The speech bubbles swirl in the air.
[Audio]
...that would benefit from clear guidance.
[Visual]
The speech bubbles reorganise into lines of colours: teal, purple, blue and green.
[Audio]
These have been presented within the Policy as the 4 Guidelines:
[Visual]
The speech bubbles, sorted according to colour, fall into 4 separate bags.
[Audio]
Purpose Matters is all about the why.
[Visual]
Zoom in on the first bag. A circle on the front of the bag turns around flips from ‘1’ to read ‘Purpose Matters’ and quickly becomes the dot in a question mark.
[Audio]
Transparency and Choice discusses engagement and empowerment.
[Visual]
Zoom back in on the dot of the question mark rotates and the text changes to ‘Transparency and Choice’. The circle splits into 2 speech bubbles which slide out on either side.
[Audio]
Access to Information outlines people’s rights,
[Visual]
The 2 speech bubbles merge back into one circle. The circle rotates and changes to the text ‘Access to Information’. The circle rotates and becomes a set of keys.
[Audio]
...and Sharing Value enables insights and collaboration.
[Visual]
The keys rotate into a circle with the text: ‘Sharing Value’. And petals of a flower blossom around it.
[Audio]
Watch the 4 additional videos in this series to find out more about each Guideline.
[Visual]
A play icon appears within the flower as the petals rotate out of view and 3 more play icons pop out, all colour coded. We zoom into one of the icons as a gateway to the next scene.
[Audio]
To help you adopt and implement the guidelines within this Policy,
[Visual]
A cursor hovers and clicks on the icon, which turns into a computer screen.
[Audio]
...an online toolkit has been created.
[Visual]
Zoom into the computer screen which turns into a door and door handle on the screen. A welcome mat reads: ‘Haere mai’. Zoom into the front door.
[Audio]
This will be a rich, central, resource centre...
[Visual]
The front door turns into a play icon.
[Audio]
...housing videos, factsheets, checklists, agreement examples, case studies and templates,
[Visual]
The icon rotates into the different symbols and lands on a template / document symbol.
[Audio]
...as the Social Wellbeing Agency and other agencies begin using the Policy in their work.
[Visual]
Zoom back out of the storehouse, front door and out of the computer screen.
[Audio]
This Policy is our policy together...
[Visual]
It flips to portrait and becomes the policy document which is held above a person’s head.
[Audio]
...Mahitahitanga...
[Visual]
Pan down, as the policy is brought down in front of a person, holding it to her chest.
[Audio]
...and as it is woven and applied within each individual organisation,
[Visual]
Pan out from the person to 3 people, each holding the policy.
[Audio]
...the collective value for the social sector and the people,
[Visual]
Pan out further to 5 people, holding the policy. Plants are depicted behind them.
[Audio]
...whānau and communities it serves, is grown.
[Visual]
Pan stops revealing full picture of people and plants.
[Audio]
Start today.
[Visual]
Pan up from people, through the sky to the website text: digital.govt.nz/dpup.
[Audio]
Respectful. Trusted. Transparent.
[Visual]
Data flows in the air and the New Zealand Government and Department of Internal Affairs logos appear.
Video: Introduction to DPUP’s Purpose Matters guideline
A 90-second video that explains the key concepts of the Purpose Matters guideline.
Video transcript
[Visual]
Text on screen: Guideline 1 Purpose Matters
[Audio]
Having clear purpose when collecting or using people’s information
[Visual]
The left side of the screen changes to a dark background, a search light beam enters and begins to search in the dark. The whole frame goes dark.
[Audio]
Builds trust and helps ensure data is used legally and ethically, and that it enhances mana.
[Visual]
A second flashlight comes in from the right and on ‘trust’ their beams meet and reveal the word ‘trust’ in a circle of light. The flashlights circle out and 3 terrariums pop up in a row, labelled, ‘Legal’, ‘Ethical’ and ‘Manaakitanga’.
[Audio]
The Data Protection and Use Policy is about being transparent and respectful
[Visual]
An icon of the Policy document appears. Zoom into the Policy document.
[Audio]
When collecting or using data and information about people across the social sector.
[Visual]
Continue to zoom into the Policy document, and closer to dots in the document.
[Audio]
This guideline will help you better understand your role as kaitiaki.
[Visual]
A circle appears with ‘Purpose Matters’ written on it. It flips around and changes into a circular terrarium, a hand comes in and removes the lid, data floats around. Two panels move in from bottom left and top right to make the screen a single colour and reveal the text: ‘Getting started’.
[Audio]
Understand why the data or information is necessary...
[Visual]
Right side flips to left like turning pages in a book. One side reads ‘Ask why’ and the other side has a question mark.
[Audio]
and how it will be used to improve people’s wellbeing. Keep focused on he tāngata: the people are our why.
[Visual]
Zoom out of the question mark to reveal a terrarium of data, being held by a service user.
[Audio]
Take time to the get the purpose right.
[Visual]
The sides change. ‘Ask why’ turns into ‘Prepare well’. On the other side a seed grows into a heart plant.
[Audio]
Clarity will empower you, and the people you are serving.
[Visual]
The heart plant continues to grow, sprouting more leaves.
[Audio]
Write it down in plain English and make sure it’s easy for everyone to understand — including service users.
[Visual]
A hand comes in and pushes a label ‘Understanding the resilience of rangatahi (youth)’ into the ground beside the plant.
[Audio]
Use checks and balances to test out your purpose. Support mahitahitanga and listen to other people’s ideas and views when collecting or using information.
[Visual]
‘Prepare well’ turns into ‘Support Mahitahitanga’. The plant turns into a lightbulb, which shrinks and hovers above the heads of 3 people having a conversation.
[Audio]
‘Nice to have,’ or ‘Just in case’ are not acceptable reasons to collect a person’s data.
[Visual]
‘Support Mahitahitanga’ turns into ‘Be specific’. Two speech bubbles form with the text ‘Nice to have’ and ‘Just in case’ written in them. They then drop down into a waste basket.
[Audio]
Only collect what’s necessary for the purpose. If identifying information isn’t required, there’s no need to ask for it.[Visual]
‘Be specific’ turns into ‘Think minimum necessary (not maximum possible)’. From a pile of data seeds, a hand comes and separates some data into a pile.
[Audio]
And if you get data or information from other agencies, make sure they can understand your purpose
[Visual]
‘Think minimum necessary (not maximum possible)’ turns into ‘Build trust along the way’. One pair of hands pass speech bubble with the text ‘purpose’ to another pair of hands. The text panel shifts to the right of the frame and the second pair of hands pass ‘purpose’ to a service user.
[Audio]
And can explain it to people who share their information.
[Visual]
Service user passes their data terrarium to the agency.
[Audio]
Check out the Policy for other guidelines, helpful resources and tips...
[Visual]
Two panels slide in from top and bottom and reveal policy document cover. Pages in policy document turn to show the policy scope.
[Audio]
...for collecting or using people’s data and information across the social sector.
[Visual]
The document drops down and the email address digital.govt.nz/dpup appears with the text underneath: ‘Respectful. Trusted. Transparent.’ The New Zealand Government and Department of Internal Affairs logos appear.
Video: Introduction to DPUP’s Transparency and Choice guideline
A 90-second video that explains the key concepts of the Transparency and Choice guideline.
Video transcript
[Visual]
Text on screen: Guideline 2 Transparency and choice
[Audio]
People who use social services have a right to understand why their data and information is needed and how it will be used.
[Visual]
Screen divides into 2 panels. ‘Transparency and Choice’ remain on the right side, on the left side of the screen bubbles begin to float up with the text: ‘Helping my community’, ‘design’, ‘reporting’, ‘training’, ‘care’ and ‘education’. The right panel changes to reveal a woman beside the bubbles with text.
[Audio]
If they’re unclear, it can cause anxiety and distrust.
[Visual]
As the bubbles pop one by one, the woman turns away in a distrusting fashion.
[Audio]
The Data Protection and Use Policy is about being transparent and respectful when collecting or using data and information about people across the social sector.
[Visual]
The left side of the frame changes to an icon of the Policy document. We zoom into the policy document and into one of Policy page dots. A circle appears with the text, ‘Transparency and choice’.
[Audio]
Use this Guideline when communicating with people about their information.
[Visual]
Two side-by-side speech bubbles, as if communicating. Two panels move in from bottom left and top right to make the screen a single colour with the text, ‘Getting started’.
[Audio]
Tell people what is being collected and why, who will use it, what kinds of decisions will be made with it, what it won’t be used for, whether it will be linked with any other information, and what happens if they don’t provide the information.
[Visual]
The screen splits into 2 panels. On the left there’s the text, ‘Be specific’. On the right there’s the text, ‘Your information might be used without your name, address, or anything that identifies you to let our funders know how we work with people to achieve their goals.’ Some of the text is highlighted as the narrator speaks.
[Audio]
Communicate in a variety of ways and use methods that work best for the people you are serving.
[Visual]
The left panel text changes from, ‘Be specific’ to ‘One size fits all’. ‘All’ is then crossed out and ‘some’ written instead to read ‘One size fits some’. The right panel changes to a person with a speech bubble, computer screen, pamphlet and document floating around her.’
[Audio]
Consider how to be transparent with children and young people,
[Visual]
The left panel changes from, ‘One size fits some’ to ‘Communicate in a way people understand’. The right panel has a data seed with a child in it.
[Audio]
...people with disabilities,
[Visual]
The right panel has a data seed with a person in a wheelchair in it.
[Audio]
...people who have low literacy or who are experiencing stress.
[Visual]
The right panel with 2 data seeds with 2 people in them, depicting low literacy and stress.
[Audio]
Offer choice wherever possible so individuals feel empowered and able to use the services they need.
[Visual]
The left panel changes from, ‘Communicate in a way people understand’ to ‘Use the language of choice’. The right panel has an elderly person appear. She walks into the left panel and pulls the text ‘choice’ into her chest.
[Audio]
Supporting choice upholds mana whakahaere and helps individuals take an active role in what’s happening.
[Visual]
The left panel changes from, ‘Use the language of choice’ to ‘Uphold mana whakahaere’. The right panel has an elderly person appear and water the text ‘choice’ like a plant in the ground. A young child climbs up the text while plants grow around the word.
[Audio]
And provide a safe and responsive environment that encourages questions and enables understanding.
[Visual]
The left panel changes from, ‘Uphold mana whakahaere’ to ‘Encourage questions’. The right panel has a hand releasing data from a terrarium and pans out to show 2 people having a conversation over the released data.
[Audio]
Check out the Policy for other guidelines, helpful resources, and tips for collecting or using people’s data and information across the social sector.
[Visual]
The document drops down and the email address digital.govt.nz/dpup appears with the text underneath: ‘Respectful. Trusted. Transparent.’ The New Zealand Government and Department of Internal Affairs logos appear.
Video: Introduction to DPUP’s Access to Information guideline
A 90-second video that explains the key concepts of the Access to Information guideline.
Video transcript
[Visual]
Text on screen: Guideline 3 Access to Information
[Audio]
People engaging with the social sector have a right to access and request correction of their information.
[Visual]
The Screen splits into 2. The text ‘Guideline 3 Access to Information’ moves to the right side. Two people walk into screen on the left side. One person walks ahead and begins to push the screen so the text on the right-hand side gets pushed out of sight.
[Audio]
As kaitiaki, it’s our role to facilitate this with ease.
[Visual]
The text is moved out to reveal a large data terrarium. The sector user reaches out to touch the terrarium and a light turns on.
[Audio]
The Data Protection and Use Policy is about being transparent and respectful when collecting or using data and information about people across the social sector.
[Visual]
The data terrarium and person are replaced by an icon of the Policy document. We zoom into the policy document, and then further into 1 of the dots.
[Audio]
Use this Guideline to shape behaviours, actions, and processes that ensure accessibility to information.
[Visual]
A circle appears with ‘Access to Information’ written on it. The circle rotates and becomes a set of swinging keys. Two panels move in from bottom left and top right to make the screen a single colour and reveal the text: ‘Getting started’.
[Audio]
Be proactive. Don’t wait for service users to ask, uphold the dignity of the people who are sharing their information by letting them know about their rights to access.
[Visual]
The screen is split into 2 panels. On the left side is the text: ‘Show manaakitanga’. On the left side is a key is hanging on a hook with a ‘be proactive’ keychain. A hand comes and lifts the keys off the hook and drops them into an outstretched hand.
[Audio]
Make it friendly and safe for people. Write in plain English, make information accessible to people with communication issues and tailor information to children.
[Visual]
The left side text changes from ‘Show manaakitanga’ to ‘Tailor the message’. On the right, 3 individualised sets of keys appear. On one of the chains is a pencil symbolising ‘plain English’, on another key chain is a signing hand symbolising ‘communication issues’ and the last key has a teddy bear that symbolises ‘children’.
[Audio]
Small things matter, like showing what’s on a screen, or handing over copies of completed forms. Different people will prefer different ways of accessing information.
[Visual]
The left side text changes from ‘Tailor the message’ to ‘Be practical’. On the right-hand side, a cell phone text message support conversation takes place.
[Audio]
Empower frontline staff to feel confident and capable when they’re asked about access to information or asked to change information. Set up processes and policies that make it easy for staff to support people with access.
[Visual]
The left side text changes from ‘Be practical’ to ‘Advocate for access’. On the right-hand side, a hospital worker appears. She lifts a hand and waves. A young woman approaches the staff member, and the staff member lifts a data terrarium from behind the counter and passes it to her.
[Audio]
People may feel overwhelmed or unsure about accessing information.
[Visual]
The left side text changes from ‘Advocate for access’ to ‘Offer support’. On the right-hand side, a woman turns to the side in a distrusting fashion.
[Audio]
With their agreement, act as a person’s representative or allow them to use an advocate.
[Visual]
The screen splits on the right side. The distrusting woman is faced with sector representative in the lower half. He looks up at her and she looks back up at him.
[Audio]
Check out the Policy for other Guidelines, helpful resources and tips for collecting or using people’s data...
[Visual]
Two panels slide in from top and bottom and reveal policy cover. Pages turn to reveal guidelines in the series.
[Audio]
...and information across the social sector.
[Visual]
The document drops down and the website address digital.govt.nz/dpup appears with the text underneath: ‘Respectful. Trusted. Transparent.’ The New Zealand Government and Department of Internal Affairs logos appear.]
Introduction to DPUP’s Sharing Value guideline
A 90-second video that explains the key concepts of the Sharing Value guideline.
Video transcript
[Visual]
Text on screen: Guideline 4 Sharing Value
[Audio]
Any non-personal insights or learnings developed from the use of data should be focused on improving the wellbeing of he tāngata.
[Visual]
The screen splits into 2. On the right side is the text ‘Guideline 4 Sharing Value’. On the left a pot plant appears. Hands reach into the pot plant frame, pick up the pot plant and move it to the right, moving the text out of screen.
[Audio]
Sharing knowledge is key.
[Visual]
Another set of hands reaches in from the right, receives the plant and sits it down to the right.
[Audio]
The Data Protection and Use Policy is about being transparent and respectful when collecting or using data and information about people across the social sector.
[Visual]
The left side of the frame changes to an icon of the Policy document. We zoom into the policy document, and eventually into 1 of the dots on the Policy cover.
[Audio]
Use this Guideline when working together for better quality insights and outcomes for the people.
[Visual]
A circle appears with the text, ‘Sharing Value’. The petals of a flower blossom around it.
[Audio]
Think about including others right from the beginning of any project, think widely about who to involve; service users, service providers, cultural experts and other professionals are just some of the people who can help.
[Visual]
The left side of the frame has the text, ‘Collaboration is key’. The right side of the frame pans across 5 people, holding the Policy. Plants are depicted behind them.
[Audio]
You uphold mana by being inclusive.
[Visual]
The right side pans to a man in a wheelchair holding a sign with the text, ‘Nothing about us, without us!’
[Audio]
Be practical and proactive in mahitahitanga — get people to ‘do the doing’ with you and ask them to review and feedback on your work.
[Visual]
The left side text changes from ‘Collaboration is key’ to ‘Plan and review’. The right side has a strategy plan hanging on the wall. Hands add Post-it Notes to the plan.
[Audio]
Make insights and learnings easy for others to understand and use. Think about how to share learnings with service users themselves.
[Visual]
The left side text changes from ‘Plan and review’ to ‘Share insights’. The right-side tracks along pot plants with labels in each pot, with the text ‘homelessness’, ‘wellbeing’ and ‘primary education’.
[Audio]
Learn for next time: how useful was this for others?
[Visual]
The left side text changes from ‘Share insights’ to ‘Integrate learning’. On the right side there is a large pot plant in view, some leaves are green, but some have wilted. One falls off and lands on the ground and a hand gently examines one of the wilted leaves.
[Audio]
Sharing value can look different — sometimes access to non-personal data is appropriate.
[Visual]
The left side text changes from ‘Integrate learning’ to ‘Respectfully share’. On the right side there is a terrarium with data seeds in it, a hand lifts the lid and the seeds float out.
[Audio]
Sometimes it’s better just to share findings.
[Visual]
The data terrarium is replaced by a plant growing in a terrarium, again the lid is lifted.
[Audio]
Remember to act as kaitiaki, protecting and respecting the people whose information is used.
[Visual]
The plant growing in a terrarium is replaced by an ‘unprotected’ cluster of flowers growing in a terrarium. A hand places a lid over them.
[Audio]
Check out the Policy for other Guidelines, helpful resources, and tips for collecting or using people’s data
[Visual]
Two panels slide in from top and bottom and reveal the policy cover. Pages turn to reveal Guidelines in the series.
[Audio]
And information across the social sector.
[Visual]
The document drops down and the email address digital.govt.nz/dpup appears with the text underneath: ‘Respectful. Trusted. Transparent.’ The New Zealand Government and Department of Internal Affairs logos appear.
Guidance
A 6-page guide discussing the DPUP principles in detail.
Questions for each of the 5 DPUP principles to help you think through how to apply them in your agency.
DPUP provides good practice advice for the collection and use of people’s information. In some areas, and for good reasons, that advice goes beyond the law.
A quiz with questions and answers to test your understanding of the DPUP.
Checklists, 1-pagers and other resources
A checklist to help you take practical actions to align your work with the DPUP advice.
Purpose statements explain why you want to collect or use people’s information. They can be used in privacy statements, consent forms, privacy impact assessments, partnering agreements and contracts.
To provide a service, an agency may need some personal information. The consent process establishes expectations about what a person is agreeing to. This tool summarises good practices and legal obligations.
Tools to suggest ways to explain key terms, what to consider when developing communications for service users about their data and information, and a checklist of actions.
A 1-page overview of a service user’s experience before and after applying DPUP’s good practice advice.
Checklist for each of the key DPUP ideas that apply to setting up contracting, funding and partnering arrangements between funding organisations and service providers.
How key ideas in the DPUP fit in a typical policy development process.
General steps that a piece of analysis, research or evaluation would typically go through. It includes ideas about how the DPUP principles might apply.
Utility links and page information
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