Privacy

Our privacy policy(PDF, 193 KB) is governed by the New Zealand Privacy Act 2020.

How we use information on this website

We use tools to collect basic information about how people use this website. This helps us understand what’s working well and improve the site. 
These tools do not directly identify you as a person. We can see how people use the site, but not who they are. We collect this information automatically when you visit the site. The information may include:

  • your domain name (for example, .co.nz) 
  • pages you visit and links you click 
  • search terms you used  
  • the date, time, and length of your visit 
  • the site you came from (if any) 
  • your approximate location (for example, country or city) 
  • your operating system (such as Windows, Mac, or Linux) 
  • the type of device you’re using (desktop, mobile, or tablet) 
  • your web browser (such as Edge, Chrome, or Firefox).

Cookies 

We use cookies to help the website work properly and to understand how people use it. Some cookies are temporary and are deleted when you close your browser. Others stay on your device for a while so we can recognise returning visitors and improve the site.

You can turn off cookies in your browser settings, but this may affect how the website works. 

Site search

The search function on this website uses an Elasticsearch service managed by our hosting provider, Somar Digital. Search data is stored within Somar’s hosting environment on Amazon Web Services (AWS), located outside New Zealand. 

If you use the search function, the terms you enter may be collected and used to: 

  • improve search results 
  • help us understand what information people are looking for 

If you include personal information in your search terms, it may be collected and used by the Commission. 

Google Analytics 

We use Google Analytics, a service provided by Google LLC (part of Alphabet Inc.), to understand how people use our website. 

Google Analytics uses cookies to collect information about how you interact with the site. This information may be sent to and stored by Google on servers outside New Zealand, including in the United States.

Google uses this information to: 

  • help us understand website usage
  • create reports about website activity
  • improve its services.

Google may also share this information if required by law or if it uses other companies to process the data on its behalf. 

Google handles this information according to its own Privacy Policy. 

By using this website, you acknowledge that this information may be collected and used in this way. 

Hosting and data storage

This website is hosted on infrastructure provided by Amazon Web Services (AWS). Some information collected through the website may be processed or stored on servers located outside New Zealand. 

In order to improve the security of our IT systems we may use IT monitoring services including monitoring services provided by one or more third parties.  

If you provide information to the Commission in electronic form you agree that the information can be monitored for IT security purposes by the Commission and by any third parties engaged by the Commission.

Requesting and disclosing your personal information

You have the right to ask us for a copy of the personal information we hold about you. You can also ask for this information to be corrected, if you think it is wrong. 

If you would like a copy of your personal information, or to have it corrected, please contact us at: 

The Privacy Officer 
Public Service Commission Te Kawa Mataaho 
PO Box 329 
Wellington 6140 
or send an email to enquiries@publicservice.govt.nz

Artificial Intelligence (AI)

Public Service Commission Te Kawa Mataaho uses artificial intelligence (AI) tools to support our work and improve how we deliver services. 

We use AI to help with tasks such as summarising information, analysing content, and improving efficiency. These tools support our staff, but they do not replace human decision-making. 

All AI tools used by the Commission must be approved and are subject to strict security, privacy, and governance controls. We take care to ensure that AI is used safely and responsibly. 

AI-generated content may not always be accurate. All outputs are reviewed by people, and important decisions are always made by Commission staff, not by AI systems. 

We are committed to being transparent about how we use AI and will continue to review and improve our approach as technology evolves.

A copy of our Privacy Impact Assessment for Microsoft's M365 Copilot can be downloaded below.

Public Service Commission M365 Copilot Privacy Impact Assessment(PDF, 669 KB)

Transparency

Overarching statement

The Public Service Commissioner’s core roles and responsibilities relate primarily to individual Public Service agencies and their secretaries. The Commissioner: 

  • appoints and employs Public Service secretaries 
  • reviews the performance of Public Service secretaries 
  • investigates and reports on matters relating to integrity and conduct. 

This transparency statement explains how we collect, use and share information gathered about members of the public or other entities (directly or indirectly) to support those roles and responsibilities. This includes: 

  • enabling the Public Service Commissioner to conduct inquiries and investigations under clauses 2, 3 and 4 of schedule 3 of the Public Service Act 2020, or where Commissioner has certified it is reasonably necessary that the provisions of the Inquiries Act 2013 specified in clause 8 of schedule 3 of the Public Service Act 2020 apply in relation to an investigation, and to more generally ensure that high standards of integrity and conduct are maintained in relevant parts of the public sector as described in section 44(b) of the Public Service Act 2020 
  • taking appropriate steps to respond to potential threats to the physical security of staff, or the security of information or places. 

Legislative framework

We take care to exercise our information gathering powers appropriately and meet our obligations under the Public Service Act 2020, Privacy Act 2020, Inquiries Act 2013, the Bill of Rights Act 1990, the Code of Conduct for the Public Sector, and relevant Commission policies and procedures at all times. 

In the case of inquiries or investigations, our legislation empowers the Public Service Commissioner to conduct any investigations that the Commissioner considers necessary or the Minister directs, including the ability obtain information and enter premises under clauses 2, 3 and 4 of schedule 3 of the Public Service Act 2020, or, where the Commissioner has certified it is reasonably necessary, apply the provisions of the Inquiries Act 2013 specified in clause 8 of schedule 3 of the Public Service Act 2020 in relation to an investigation.

Inquiries or investigations are initiated via the Commissioner invoking their authority under schedule 3 of the Public Service Act 2020. The Commissioner can choose to put in place processes to ensure quality control and independently test the processes and conclusions of an inquiry through peer review.

Under clause 6 of schedule 3 of the Public Service Act 2020 the Public Service Commissioner has the ability to delegate this authority to a nominated person or persons. In that situation they are acting on behalf of the Commissioner and have the same legislative obligations and powers as the Commissioner. 

This statement applies to information gathered by us, our contractors, or any other third parties engaged by us, or to whom the Commissioner has delegated any of their functions. 

What information is covered by this statement, and why do we collect it?

This section explains how we collect, use and share information when we are initiating or conducting inquiries or investigations, or taking appropriate steps to respond to potential threats to the physical security of staff, or the security of information or places. 

Information collected directly

The information we collect is provided directly by people or entities, or an authorised representative, according to our statutory powers including information required for initiating or conducting our own inquiries or investigations. 

Information collected from another person or agency

This may include us receiving or requesting information from other people or agencies. Any such information will be gathered in accordance with our statutory powers and in compliance with the relevant legislation and any information sharing agreements, memoranda of understanding (MOUs) or similar. 

We will take all practicable steps to verify information received from third parties. 

From time to time we receive integrity queries or complaints from members of the public. Where this relates to a specific agency or agencies, we may make contact with the agency or agencies (or where appropriate, their monitoring agency) to verify or evaluate the statements made. If this cannot be done without disclosing the name of the person making the query or complaint, we seek that person’s approval before contacting the agency. Our actions will be informed by the principles of the Privacy Act 2020 and the Information Gathering model standards. 

We also collect information as part of the appointment and performance evaluation processes for Public Service leaders under the Public Service Act. The information is collected with the person’s knowledge and in compliance with relevant employment law. 

We may also collect publicly available information – for example media reports – where this is relevant to our legislated powers and functions. 

Collection by third parties

In exceptional circumstances, and where information gathering requires capacity or specialist capability that we don’t have within our organisation, we may from time to time engage a third party to collect information for us. Such information gathering (including about individuals) is subject to standard legal limits relating to privacy, access to private property, and the privacy/security of communications by individuals, among other things. 

Any such information gathering must be procured and approved according to our internal processes, clearly setting out the business need and scope of work, and include the expectations and obligations we have of the third party with regard to conduct. That process, and the related activities, are regularly reviewed to ensure compliance with the law, our internal policies, and our risk management requirements.

What do we do with it? Do we share it? 

How we use it

We only use the information we gather to fulfil our statutory functions, including where it is relevant to us initiating or conducting our own inquiries or investigations. We will only do so if required or permitted by law, or with the authorisation of the person or entity that is the subject of the information. 

When we share it

We may share information where necessary in order to properly carry out our legislated functions. This information will be shared in accordance with our statutory powers and in compliance with the relevant legislation and any information sharing agreements, MOUs or similar with the other agency. This may include where it is relevant to us initiating or conducting our own investigations or inquiries. We will take all practicable steps to verify information provided to third parties 

We may, for example, share information with: 

  • a statutory oversight agency or complaints body 
  • anyone we believe could provide information that is relevant to whether to investigate a complaint, or to an investigation or inquiry, including witnesses 
  • the Police or another government agency, if required by law (for example to assist with the investigation of a criminal offence), or to report significant misconduct or breach of duty or where there is a serious threat to health or If our staff are threatened or abused, we may refer this to the Police. 

How will we protect it?

Information is stored and retained in accordance with our privacy policy and internal information policies, protocols and guidelines, and in compliance with the Privacy Act 2020 and the Public Records Act 2005. 

Enquiries and complaints

If you have any enquiries about our information gathering activities, or believe we have not acted in accordance with this statement, you should contact us at the following address: 

Public Service Commission Te Kawa Mataaho 
Level 10, Te Iho 
1 Bowen Street 
P O Box 329 
Wellington 6140 

Phone +64 4 495 6600 

Or by email at enquiries@publicservice.govt.nz 

Guidance on how to request information under the Official Information Act 1982 is available here: 

Official Information Act Requests