The fine print

for the Workforce Requests web portal.

We are committed to protecting your privacy and ensuring the security of your personal information. This privacy statement explains how we collect and use your personal information. By using the vaccinator authorisation portal and providing your personal information, you consent to the practices described in this statement.

a) We collect the following personal information: First name, Surname, Date of Birth, Ethnicity, Email address, Alternate Email Address, Mobile phone, Region, District, Occupation Type, where you predominantly work, Employer and Employer email address. Ethnicity is requested as optional information. The following unique identifiers are used: Learning Management System (LMS) user number for vaccinating health workers, and Common Person Number (CPN) and Annual Practicing Certificate (APC) number for authorised vaccinators.

b) The purpose of collecting your personal information is to record information about you as a vaccinator, record qualifications and documentation correctly, and approve authorisation to vaccinate. Specifically for ethnicity (which is optional to provide), the purpose of collecting such information is to help us with enhancing workforce diversity and inclusion initiatives. Anonymised data is used for reporting and decision-making purposes. For example, to count the number of vaccinators in each area.

c) Recipients of your information are administrators that process your application; a clinical reviewer who checks that all information has been submitted and is correct, the relevant Medical Officer of Health who approves the authorisation; and other key personnel who support vaccination programmes in local areas (view only). Only those people with a role in managing the vaccinator portal and related administration can view, add, or change the information held.

d) We will only use your personal information for the purposes for which you gave it to us. This information will be held by Health New Zealand | Te Whatu Ora (Health NZ), and all the recipients listed above are employees of Health NZ.

e) Providing the personal information is voluntary, but without collecting such personal information, it is not possible to process your application for authorisation. Please note, providing ethnicity information is optional and your application can proceed without this information.

f) You can log on to the portal at any time to see your personal information. You may change and correct information, or to view any personal information held by us about you, or if you have any concerns or questions about the personal information that we hold and wish to request a correction, please write to: The Privacy Officer, Health New Zealand | Te Whatu Ora, PO Box 793, Wellington 6140, Email: hnzprivacy@health.govt.nz. We may require proof of your identity before being able to provide you with any personal information. When you contact us for help, your communications, including any information you provide regarding your identity and the matter you’re contacting us about, are collected.  

g) Sharing information

We may request confirmation of training or workshop attendance from the vaccinator training provider. Once you are authorised, we confirm your vaccinator authorisation status with the Aotearoa Immunisation Register (AIR). The AIR team uses this information to update their records to verify users applying for access to the AIR Vaccinator Portal, where vaccination information is collected. View the AIR privacy statement.

We provide a weekly report to your training provider with the following information - LMS Number, APC number (if available), First Name, Surname, Email Address, Initial Application Date, Phone Number, Employer, District, Occupation Type, Created, Administrator name, Admin Review Complete, Clinical review by (full name), Clinical Review Complete, Authorisation decision, Authorisation History, Authorisation Type, Authorised date, Authoriser, Item Type, Path. The purpose of the report is to enable your training provider to be able to compare their training completion records with this authorisation report so that they can identify who has completed the required training but has yet to be authorised, and to also identify when someone is eligible to begin VHW stage 2 training.

h) Sharing anonymised data - Anonymised is used for reporting and decision-making purposes. For example, count of how many vaccinators, counts of ethnic groups (to measure and report diversity of the vaccinating workforce, and can be used to plan initiatives to support cultural wellbeing), count of people in each district/region, counts of what people are authorised for.

Please note. We may update this Privacy Statement from time to time. The date at the top indicates when it was last revised. We encourage you to review this statement regularly. If you have any questions about this privacy statement, please contact us at vaccinatorauthorisations@healthnz.govt.nz.

Read more about how Health NZ handles personal information and also your rights

Contact us if you need help with the workforce request solution. Our contact centre will be happy to help with any technical issues.

If you have any questions about your authorisation, please contact the administration team via vaccinatorauthorisations@healthnz.govt.nz.

If your question is related to BCG or Yellow Fever authorisation please contact your local MOoH.

Copyright in content on the Workforce Request web portal is owned by either Health New Zealand | Te Whatu Ora on behalf of the Crown or its licensors. View My Health Account copyright for more information.