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A Data Processing Notice tells people how your organization collects, uses, and protects their personal information. Under New Zealand's Privacy Act 2020, businesses must be transparent about their data handling practices and inform individuals about their privacy rights.

This notice explains key details like what data you're gathering, why you need it, who you might share it with, and how long you'll keep it. It's particularly important for Kiwi businesses handling sensitive information or operating across borders, as it helps them meet both local privacy laws and international data protection standards like the GDPR.

You need a Data Processing Notice whenever you start collecting personal information from customers, employees, or other individuals in New Zealand. This includes launching a new website, rolling out a customer loyalty program, or introducing employee monitoring systems.

Update your notice when making significant changes to how you handle data - like adopting new HR software, expanding into e-commerce, or sharing information with overseas partners. The Privacy Act 2020 requires clear communication about data practices, so having this notice ready helps avoid complaints and regulatory issues while building trust with your stakeholders.

• Basic Data Processing Notice: The standard version covering essential privacy information for small to medium businesses collecting basic customer data
• Comprehensive Privacy Notice: Detailed version for organizations handling sensitive data or complex processing activities
• Employee Data Notice: Specialized version focusing on workplace data collection and monitoring
• International Transfer Notice: Enhanced version for businesses sharing data with overseas partners
• Sector-Specific Notice: Tailored versions meeting unique requirements for healthcare, finance, or education sectors under NZ privacy laws

• Business Owners: Responsible for ensuring their organization has proper notices in place and complies with Privacy Act requirements
• Privacy Officers: Draft and maintain Data Processing Notices, keeping them updated with changing practices
• IT Managers: Implement technical measures described in the notice and ensure data handling aligns with stated practices
• HR Teams: Apply notice requirements to employee data and communicate policies to staff
• Customers and Employees: Protected by these notices, with rights to access and control their personal information

• Map Data Flow: Document what personal information you collect, how you use it, and who you share it with
• Review Systems: List all software, apps, and tools that handle personal data in your organization
• Security Measures: Detail your data protection methods, including encryption and access controls
• Storage Details: Note where data is kept, how long for, and any international transfers
• Access Rights: Outline how individuals can view, correct, or request deletion of their data
• Plain Language Check: Ensure the notice is clear and easily understood by your audience

• Purpose Statement: Clear explanation of why you collect and process personal information
• Data Categories: List of all personal information types being collected and processed
• Processing Details: How the information is used, stored, and protected
• Sharing Practices: Who receives the data, including third-party processors and overseas recipients
• Privacy Rights: How individuals can access, correct, or request deletion of their information
• Contact Information: Details of your privacy officer or point of contact for privacy matters
• Legal Basis: Your authority to collect and process data under the Privacy Act 2020

A Data Processing Notice differs significantly from a Data Protection Policy. While both deal with personal information handling, they serve distinct purposes and audiences in your privacy framework.

• Audience Focus: A Data Processing Notice communicates directly with individuals about how their data is used, while a Data Protection Policy guides internal staff on handling personal information
• Legal Requirements: The Notice fulfills Privacy Act 2020 transparency obligations to data subjects, whereas the Policy sets internal rules and procedures
• Content Detail: Notices use clear, simple language to explain data practices to the public, while Policies contain detailed operational procedures and compliance requirements
• Implementation: Notices must be readily available to individuals before data collection, but Policies are typically internal documents requiring staff training and regular updates