This information protocol agreed on provides detailed information about and purpose of the unit record data that is collected through Talent Exchange. 

First published in April 2016. This information protocol was amended in March 2017. The amendments provide at a glance:

  • senior leaders with access to information around career and education experience of their peers and chief executives
  • chief executives and privileged users (for example, Te Pae Aramahi | Development Boards support staff) have access to the extended profiles of all leaders in Talent Exchange, unless an individual explicitly requests or is considered only for talent management within their agency, region, sector or functional area.

Te pūtake o te kawa nei me te tauākī tūmataitiPurpose of the protocol and privacy statement

Talent Management information is collected and held centrally in Talent Exchange by Te Kawa Mataaho Public Service Commission in order to support:

  • Leadership development: provide you with greater awareness of your leadership strengths and specific areas for development. This includes your potential and readiness to progress, and how you compare with the capability requirements of typical leadership roles.
  • Development Boards and other talent forums: chief executives, functional leads (including Heads of Profession), the Public Service Commissioner and the Leadership Development Centre (LDC), in their respective roles in relation to building the leadership and capability strength of the system.
  • Internal agency talent management processes: where an agency has chosen to use Talent Exchange to be its repository of agency-only talent management information.
  • Statistical analysis and research.

This Protocol and Privacy Statement covers privacy, security and access to this information. 

You will have access to your information held on Talent Exchange. You will be able to add information, validate existing data and correct it yourself, or request your agency designated privileged user and/or Te Kawa Mataaho to have it corrected before it is used.

Consultation and review

Te Kawa Mataaho will review the Protocol and Privacy Statement at regular intervals to ensure it reflects appropriate standards for collecting and using personal information. We will consult, as appropriate, with the individuals and organisations that provide data when we review the Protocol and Privacy Statement.

  • What information will be collected?

    The information collected will be at a unit level which means there is a separate record for each individual. This record will contain information that will identify you. The information covered by this Protocol and Privacy Statement will be collected at various times as required and includes:

    Profile information

    • Contact information
    • A recent photo
    • Diversity and inclusion information, such as gender and ethnicity
    • Your career history, other experience and interests
    • Career aspirations and preferences
    • Qualifications and professional membership
    • Certifications and accreditations
    • Mobility preferences
    • Specialist skills
    • Previous development
    • Challenging roles or projects, including their complexity, scope and size
    • Other talent related information

    Assessment information

    • Prior assessment information
    • Self-assessments
    • Data from the Leadership Insight programme and subsequent reassessments
    • Data from alternative recognised assessments, including assessments for recruitment purposes
    • Feedback from your immediate manager and/or chief executive
    • Any related information 

    Development information

    • Development objectives and strategies 
    • Progress made against development objectives
    • Any related information

    Your development objectives and strategies will be categorised and uploaded into Talent Exchange. These will be used for individual development planning and anonymised reporting of development themes and priorities across the Public Service.

    Supplementary information

    In addition, the following information may be obtained from your agency:

    • role and position information, including job title, job size, span of control, level of complexity, incumbent and their reporting manager
    • agency critical roles
    • agency view of the impact on the agency should you leave in the next 3 to 6 months

    Your specific salary will not be collected in Talent Exchange.

     

  • Where is the information sourced?

    You: we will receive and store any information you enter into Talent Exchange or provide to us through other means.

    Your agency: we may also obtain the information specified above about you from your agency, your manager and/or your chief executive.

    Third-party leadership assessment providers: we will collect information about you from leadership assessment providers which we will add to your profile information in Talent Exchange, for example, summary assessment data, development objectives and strategies. 

    Accuracy of data

    We rely on individuals, agencies and assessment providers to ensure, as far as possible, the data held in Talent Exchange is accurate. Individuals and designated agency staff have the ability to access unit level data and the ability to validate, update or correct much of the information. If advised that information is inaccurate or incomplete, we will take all reasonable steps to correct the data before it is used. 

    Individuals can request their information be corrected at any time. In addition, at regular intervals, individuals, managers and designated agency staff will be asked to check their information and update it as appropriate. 

    Obligation to provide information

    You are not compelled to provide information and can withhold certain information if you so choose. However, this may affect your ability to take full advantage of the opportunities that may be available. Collected information has been designed to give an overall picture of your career interests, strengths and development needs. Without this view your agency, Te Kawa Mataaho, LDC, Development Boards and other Talent Forums may be unable to fully assess your aspiration, potential and readiness for development opportunities.

  • Who will have access to the information?

    Confidentiality

    Some of the information provided by you to third-party assessment providers will be held confidentially by the provider and will not be uploaded to Talent Exchange or provided to Te Kawa Mataaho. This includes prior assessment results, responses to online leadership questionnaires, immediate manager’s view, the interview discussion and your debriefing discussion with the provider’s psychologist.

    Other information, such as the assessment registration information, capability scores, potential, readiness and aspiration scores and scope of possible development objectives and strategies will be collected from the assessment providers and placed in Talent Exchange. 

    Personal information will be held securely in Talent Exchange by Te Kawa Mataaho. Te Kawa Mataaho will not disclose any information held on you other than in accordance with these Terms and Conditions, unless required and authorised by you for talent management purposes or by law. 

    Who will have access to Talent Exchange data?

    Your information in Talent Exchange will be made available, as appropriate, with:

    • You the individual: You have access to your own data and have the ability to update it if it is incorrect or outdated.  You can also request that Te Kawa Mataaho or agency designated privileged users update information (other than evaluative material) on your behalf.
    • Your manager: Managers have the ability to access the full profiles of their direct reports and those below their direct reports.  They may also have access to their direct report’s full assessment reports for development purposes.
    • Chief executives: Chief executives have access to the full profiles (including assessment information) of all individuals in their own agency.  In addition, they will have access to relevant profiles outside their agency, depending on an individual’s development stream. Chief executives may choose to use this information to support their own agencies’ internal talent management processes, participate in Development Boards and other Talent Forums. By default, senior leaders in Te Ohu Tumu Whakarae i te Ratonga Tūmatanui | Public Services Leadership Team will be visible to all chief executives in participating agencies. Chief executives will not see full profiles of those individuals outside their agency whose development stream is agency only.
    • Designated privileged users: Designated staff in any agency who have been authorised by their chief executive, have access to the full profiles of relevant people (including assessment information) in their own agency. In addition, they will have access to relevant profiles outside their agency, depending on an individual’s development stream. This access is so that the designated privileged user can support the chief executive for internal agency talent management, Development Boards and other Talent Forums, and for workforce planning purposes. Designated privileged users will not see full profiles of chief executives or those individuals outside their agency whose development stream is agency only.
    • Development Boards and other Talent Forums: Development Boards and other Talent Forums have access to the full profiles of individuals who are in their relevant agency, sector, function, region or system-wide, as appropriate. The relevant profiles will be dependent on an individual’s development stream.
    • Leadership Development Centre: Depending on an individual’s development stream, designated privileged users from the LDC have access to relevant individual’s assessment data, development, objectives and strategies for the purpose of development planning at an individual, agency, sector, function, region and system level.
    • Te Kawa Mataaho Public Service Commission: The Public Service Commissioner and designated Te Kawa Mataaho employees, or contractors/secondees, who have been granted access to work with this data for legitimate purposes, including statistical analysis and research, have access to all unit level data. This may include information that supports chief executive succession and development.
    • Other organisations: Relevant information may be shared with other organisations who may or may not participate in Talent Exchange, including overseas government agencies, to the extent necessary to make decisions about your career progression and succession opportunities (only with further consent from you).
    • External recruitment agencies: For selection processes (only with further consent from you).
    • Academia and researchers: For research purposes (anonymised data only) and subject to their ethics application.
  • How will the information be used?

    The information provided will be used for:

    • Career planning: Identifying suitable development opportunities to support the achievement of your career aspirations.
    • Deployments: Identifying potential candidates for available deployment opportunities and informing selection decisions for Section 49 deployments.
    • Development: Informing development discussions and investment decisions.
    • Succession planning: The identification of talent pools of potential candidates for critical roles, for example, chief executive roles and system key positions.
    • Workforce planning: Understanding the capability and capacity of the leadership pipeline now and in the future.
    • Talent analytics: Including trend analysis, statistical analysis and research.
    • Recruitment: The information will be used for recruitment purposes.

    Participation

    Your information will be used to support your development and may be visible to Development Boards and other Talent Forums, as appropriate. Depending on an individual’s development stream, chief executives and designated privileged users may be granted access to relevant profiles within an agency, sector, function, region or system-wide, as appropriate. 

    By default, senior leaders in the Public Service leadership cohort will be visible to all chief executives in participating agencies. Your development stream will be visible to you on your individual profile and you can clarify or change this in consultation with your manager, your agency designated privileged users and/or Te Kawa Mataaho.

    If you gain employment outside of a participating public sector organisation, and as such are no longer an active member of Talent Exchange and associated talent management processes, your profile will be changed to ‘inactive’ status. Your information will still be searchable by Te Kawa Mataaho and agencies for succession planning, ad-hoc specialist requirements, and statistical analysis and research purposes. Your record can be re-activated should you once again become a member of Talent Exchange and an active individual in agency talent management process.

    If you no longer wish to be a member of Talent Exchange, your information can be anonymised at your request and used for statistical analysis and research purposes.

     

Te maru raraungaSecurity

Secure transfer of data

Third party assessment providers will supply Te Kawa Mataaho with assessment information through a secure file transfer protocol. If a third-party provider requires access to Talent Exchange to input information on individuals, they will be provided with a restricted access account for this sole purpose.

Individuals who accept the terms and conditions here and agencies will be able to log into Talent Exchange and upload or access information directly, as appropriate.

Storage of data

Talent Exchange data is stored on a secure cloud service. Only the Te Kawa Mataaho system administrator can give individuals access to the system.

Te maru raraungaReporting

Regular reports will be produced from the information collected.  These may be reports generated for the purposes of supporting agency, sector, function, regional or system-wide talent management, or by Te Kawa Mataaho to support the recruitment, development and deployment of leaders and to monitor the strength of the leadership pipeline across the system. 

Development Board and other Talent Forum reports provide comparative information, for instance, to identify which leaders are ready for progression or would benefit from further development in their current role. These reports provide information on individuals. Reports may also provide anonymised information in the form of trends/themes at a sector or system level.

Te Kawa Mataaho also produce other anonymised reports and analysis. These may form part of advice to the Public Service Commissioner or may be intended for publication. These reports and analysis may contain a mixture of public sector-wide information.

Official Information Act Requests

All external requests for information held by Te Kawa Mataaho (including information obtained from Departments) are covered by the Official Information Act 1982.

Te Kawa Mataaho considers that it is unlikely to be required to release unit record data on individuals under the Official Information Act (in accordance with section 9(2) of the Act) but if such a release was ever indicated, Te Kawa Mataaho would consult with the individual concerned first.

Advice to ministers

Te Kawa Mataaho provides advice to ministers on matters concerning agencies. This advice may be supported by data obtained from Talent Exchange in a form that complies with this protocol. No individual’s data will be issued; it will primarily be anonymised data on trends, themes and planning.

Requests for information by Select Committees

From time to time Te Kawa Mataaho may be requested to provide information to Select Committees. A Select Committee may direct that any person be summoned to produce papers and records in that person’s possession, custody or control, that are relevant to the committee’s proceedings (Standing Order 198(2)). In this respect Te Kawa Mataaho is no different to any person or organisation in either the public or private sectors and is obliged to comply with such a request. 

In complying with any requests from Select Committees Te Kawa Mataaho will advise any departments about whom information is to be released. Where practical, Te Kawa Mataaho will incorporate any comment or contextual information that the department wishes to provide as part of the response.

Further guidance on providing information to Select Committees is available on the Te Kawa Mataaho website: Guidelines: Officials and Select Committees

Parliamentary questions and ministerials

Where parliamentary questions or ministerials relate to individual agencies (other than Te Kawa Mataaho) they will be referred to the minister responsible for that department (under Standing Order 369 and clause 2.26 of the Cabinet Manual 2001).

Te whakatinana i tēnei kawa, tauākī tūmatanui hokiImplementation of this protocol and privacy statement

Regular reports will be produced from the information collected. These may be reports generated for the purposes of supporting agency, sector, function, regional or system-wide talent management, or by Te Kawa Mataaho to support the recruitment, development and deployment of leaders and to monitor the strength of the leadership pipeline across the system. 

Development Board and other Talent Forum reports provide comparative information, for instance, to identify which leaders are ready for progression or would benefit from further development in their current role. These reports provide information on individuals. Reports may also provide anonymised information in the form of trends/themes at a sector or system level.

Te Kawa Mataaho also produce other anonymised reports and analysis. These may form part of advice to the Public Service Commissioner or may be intended for publication. These reports and analysis may contain a mixture of public sector-wide information.

Official Information Act Requests

All external requests for information held by Te Kawa Mataaho (including information obtained from Departments) are covered by the Official Information Act 1982.

Te Kawa Mataaho considers that it is unlikely to be required to release unit record data on individuals under the Official Information Act (in accordance with section 9(2) of the Act) but if such a release was ever indicated, Te Kawa Mataaho would consult with the individual concerned first.

Advice to ministers

Te Kawa Mataaho provides advice to ministers on matters concerning agencies. This advice may be supported by data obtained from Talent Exchange in a form that complies with this protocol. No individual’s data will be issued; it will primarily be anonymised data on trends, themes and planning.

Requests for information by Select Committees

From time to time Te Kawa Mataaho may be requested to provide information to Select Committees. A Select Committee may direct that any person be summoned to produce papers and records in that person’s possession, custody or control, that are relevant to the committee’s proceedings (Standing Order 198(2)). In this respect Te Kawa Mataaho is no different to any person or organisation in either the public or private sectors and is obliged to comply with such a request. 

In complying with any requests from Select Committees Te Kawa Mataaho will advise any departments about whom information is to be released. Where practical, Te Kawa Mataaho will incorporate any comment or contextual information that the department wishes to provide as part of the response.

Further guidance on providing information to Select Committees is available on the Te Kawa Mataaho website: Guidelines: Officials and Select Committees

Parliamentary questions and ministerials

Where parliamentary questions or ministerials relate to individual agencies (other than Te Kawa Mataaho) they will be referred to the minister responsible for that department (under Standing Order 369 and clause 2.26 of the Cabinet Manual 2001).