The Subject Access Request Form is a critical document used to comply with New Zealand's Privacy Act 2020, which gives individuals the right to access their personal information held by organizations. This document should be used whenever an individual wishes to exercise their right to access personal data, requiring them to provide sufficient details for identification and specify the information they seek. The form helps organizations process requests systematically while ensuring compliance with statutory obligations, including the 20-working-day response requirement under New Zealand law. It includes sections for identity verification, request specifications, and preferred response formats, facilitating efficient processing while maintaining data security and privacy standards.
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1. Requestor Details: Essential personal information about the person making the request, including full name, contact details, and any reference numbers related to their relationship with the organization
2. Identity Verification: Section specifying what forms of identification are required and how they should be submitted to verify the requestor's identity
3. Information Request Details: Specific details about what personal information is being requested, including relevant date ranges and types of information
4. Preferred Format: How the requestor would like to receive the information (e.g., electronic copy, printed copy, in person viewing)
5. Declaration: Statement confirming the truth of information provided and understanding of the process, including signature and date
1. Third Party Authorization: Required when someone is making a request on behalf of another person, including authority verification and relationship details
2. Urgent Request Details: To be included when the requestor needs the information urgently, requiring justification for expedited processing
3. Specific Department Selection: For large organizations, allowing requestors to specify which department(s) might hold their information
4. Fee Understanding: Section explaining any applicable fees for certain types of requests or formats, if relevant under organizational policy
1. Schedule 1: Acceptable ID Documents: List of acceptable forms of identification and requirements for ID verification
2. Schedule 2: Privacy Notice: Information about how the personal information provided in the form will be used and protected
3. Schedule 3: Processing Timeline Guide: Information about standard processing times and circumstances that might affect these timeframes
4. Appendix A: Guidance Notes: Detailed instructions on how to complete the form and what to expect after submission
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