Fill in the [brackets]
Subject: Privacy Act request for my personal information - [Your name]
Dear Privacy Officer / [Name], I am making a request under Information Privacy Principle 6 of the Privacy Act 2020 for access to all personal information you hold about me. My details: [full name], [role], employed from [date] to [date]. [Employee number if any.] Please include, in particular: - My personnel file, performance reviews and notes. - Any notes, emails, messages or documents about me relating to the proposed restructure, selection or my dismissal from [date range]. - Selection or scoring sheets that relate to me. - Records of any complaints or investigation about me. I would like a copy in electronic form (PDF or the original format). I understand that information about other people may be withheld or redacted. If you refuse any part of this request, please tell me the reason and my right to complain to the Privacy Commissioner. I understand you must respond as soon as reasonably practicable, and no later than 20 working days after receiving this request. [Optional: If possible I would be grateful for a faster response because [reason, e.g. I have a grievance deadline of [date]].] I can provide proof of identity if you need it. Kind regards, [Your name]
Tips
- The Privacy Act 2020 gives you the right to ask any organisation for information it holds about you. The response is due within 20 working days (it can be extended in limited cases, and they must tell you why).
- Usually there is no charge for access to your own information by an individual.
- You do not have to quote the Act, but doing so helps. The request can be oral or written; write it so you have proof.
- If it is refused or ignored, you can complain to the Office of the Privacy Commissioner (privacy.org.nz), which is free.
- Send to the privacy officer named in the company's privacy policy, and copy HR and your manager.
- You can also ask for corrections if the information is wrong (Principle 7).
General information, not legal advice. Keep a copy of everything you send. Spotted something out of date? Email help@unemployed.nz.