Kia ora New Zealand Council for Civil Liberties,

 

On behalf of the Ministry of Transport, I acknowledge your Official
Information Act request of 22 July 2024 seeking:

 

“1. The name of the tool, and the names of any supporting external tools.

 

2. The Privacy Impact Assessment for this use of the tool.

 

3. The privacy policies, if any, of the tool.

 

4. As the Ministry is a signatory to the Algorithm Charter, we request the
supporting material for the tool produced in accordance with the Algorithm
Charter, including but not limited to:[2] 4a. “plain English documentation
of the algorithm.”

4b. explanations of “how data are collected, secured and stored.”

4c. evidence of how a Te Ao Mâori perspective was embedded in the
development.

4d. the analysis of the tool for compliance with Te Tiriti o Waitangi.

4e. the process used to identify, engage and consult “with people,
communities and groups who have an interest in algorithms.”

4f. the documents resulting from that consultation.

4g. the report or other evidence of the peer review of the tool for
unintended consequences.

 

5.In July 2023, Government Chief Digital Officer (GCDO) issued “Initial
advice on Generative Artificial Intelligence in the public service” (GCDO
advice)[3]. As this advice was issued under authority delegated under the
Public Service Act, it binds the Ministry. The Council requests:

5a. the Ministry’s policies or standards for “trialling and using GenAI”,
whether developed in response to the GCDO advice or independently.

5b. the assessment of the tool against the policy or standard, or other
evidence that the policy or standard was used when procuring or creating
the tool.

5c. the details of the “guard rails” which ensure that the tool is used
safely.

5d. evidence that the tool was tested, that it passed testing, and a
summary of the test procedures.

 

6. Any internal or external ethics advice the Ministry has on the tool,
or, if none, on Generative AI.

 

7. The processes by which the Ministry “avoid[s] inputting personal
information into any AI tool that is outside [your] network”, including
how the Ministry audits, or plans to audit, these processes.

 

8. The Ministry’s policy on using AI tools to process, summarise and/or
analysis submissions, including any external guidance the Ministry has
received.

 

9. What efforts, other than this small section in the consultation
document, the Ministry has made to let members of the public know about
the Ministry’s use of AI tools.

 

10.How NZTA allows members of the public to opt out of their submissions
being entered into an AI tool.

 

11. The list of consultations on which the Ministry has used AI tools.”

 

We will endeavour to respond to your request as soon as possible, and in
any event no later than 19 August 2024 being 20 working days after the day
your request was received. If we are unable to respond to your request by
then, we will notify you of an extension of that timeframe.

 

The Ministry publishes Official Information Act responses on our website
when there may be wider interest in the information released. This means
the information provided to you might be published after you have received
it.

 

Ngâ mihi

 

Harry (He / Him)

Kaitohutohu - Tuhinga Ôkawa|Adviser - Accountability and Correspondence

 

 

 

-----Original Message-----
From: New Zealand Council for Civil Liberties
<[FOI #27753 email]>
Sent: Monday, July 22, 2024 8:20 AM
To: OCU <[MOT request email]>
Subject: Official Information request - Artificial intelligence to analyse
submissions

 

Dear Ministry of Transport,

 

The Council was notified shortly after the closing of your consultation on
Land Transport Rule: Setting of Speed Limits 2024 of the following
statement in the supporting material:

 

"We may use an artificial intelligence tool to help us analyse submissions
We may use an AI tool to help us analyse submissions. We will take steps
to avoid inputting personal information into any AI tool that is outside
our network."[1]

 

Hereafter this “artificial intelligence tool” is referenced as “the tool”.

 

The New Zealand Council for Civil Liberties requests:

 

1. The name of the tool, and the names of any supporting external tools.

 

2. The Privacy Impact Assessment for this use of the tool.

 

3. The privacy policies, if any, of the tool.

 

4. As the Ministry is a signatory to the Algorithm Charter, we request the
supporting material for the tool produced in accordance with the Algorithm
Charter, including but not limited to:[2] 4a. “plain English documentation
of the algorithm.”

4b. explanations of “how data are collected, secured and stored.”

4c. evidence of how a Te Ao Mâori perspective was embedded in the
development.

4d. the analysis of the tool for compliance with Te Tiriti o Waitangi.

4e. the process used to identify, engage and consult “with people,
communities and groups who have an interest in algorithms.”

4f. the documents resulting from that consultation.

4g. the report or other evidence of the peer review of the tool for
unintended consequences.

 

5.In July 2023, Government Chief Digital Officer (GCDO) issued “Initial
advice on Generative Artificial Intelligence in the public service” (GCDO
advice)[3]. As this advice was issued under authority delegated under the
Public Service Act, it binds the Ministry. The Council requests:

5a. the Ministry’s policies or standards for “trialling and using GenAI”,
whether developed in response to the GCDO advice or independently.

5b. the assessment of the tool against the policy or standard, or other
evidence that the policy or standard was used when procuring or creating
the tool.

5c. the details of the “guard rails” which ensure that the tool is used
safely.

5d. evidence that the tool was tested, that it passed testing, and a
summary of the test procedures.

 

6. Any internal or external ethics advice the Ministry has on the tool,
or, if none, on Generative AI.

 

7. The processes by which the Ministry “avoid[s] inputting personal
information into any AI tool that is outside [your] network”, including
how the Ministry audits, or plans to audit, these processes.

 

8. The Ministry’s policy on using AI tools to process, summarise and/or
analysis submissions, including any external guidance the Ministry has
received.

 

9. What efforts, other than this small section in the consultation
document, the Ministry has made to let members of the public know about
the Ministry’s use of AI tools.

 

10.How NZTA allows members of the public to opt out of their submissions
being entered into an AI tool.

 

11. The list of consultations on which the Ministry has used AI tools.

 

Under section 16(2) of the OIA our preferences are (a) to receive a copy
of the whole document (b) that the information is disclosed in a text
searchable format, either Word or PDF, and (c) that it is sent to the
email address from which the Ministry received this request.

 

If the Ministry decides that there is 'good reason' under the OIA to
withhold any of the information we are requesting, then under section
19(a)(ii) of the OIA, we further request that the Ministry provides us
with the grounds in support of each withholding reason cited for refusal.

 

If any part of our request is unclear, please don't hesitate to contact
us.

 

Yours faithfully,

 

New Zealand Council for Civil Liberties

 

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-------------------------------------------------------------------

 

This is an Official Information request made via the FYI website.

 

Please use this email address for all replies to this request:

[4][FOI #27753 email]

 

Is [5][MOT request email] the wrong address for Official Information
requests to Ministry of Transport? If so, please contact us using this
form:

[6]https://apc01.safelinks.protection.outlo...

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[7]https://apc01.safelinks.protection.outlo...

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

 

-------------------------------------------------------------------

 

 

References

Visible links
1. https://consult.transport.govt.nz/policy...
2. https://www.data.govt.nz/toolkit/data-et...
3. https://www.digital.govt.nz/standards-an...
4. mailto:[FOI #27753 email]
5. mailto:[MOT request email]
6. https://fyi.org.nz/change_request/new?bo...
7. https://fyi.org.nz/help/officers

hide quoted sections

Kia ora,

 

Please find attached for our response to your Official Information Act
request of 22 July.

 

Ngâ mihi

 

Harry Atkins (He / Him)

Kaitohutohu - Tuhinga Ôkawa|Adviser - Accountability and Correspondence

 

From: OIA <[email address]>
Sent: Monday, July 22, 2024 10:25 AM
To: New Zealand Council for Civil Liberties
<[FOI #27753 email]>
Subject: RE: Official Information request - Artificial intelligence to
analyse submissions OC240842

 

Kia ora New Zealand Council for Civil Liberties,

 

On behalf of the Ministry of Transport, I acknowledge your Official
Information Act request of 22 July 2024 seeking:

 

“1. The name of the tool, and the names of any supporting external tools.

 

2. The Privacy Impact Assessment for this use of the tool.

 

3. The privacy policies, if any, of the tool.

 

4. As the Ministry is a signatory to the Algorithm Charter, we request the
supporting material for the tool produced in accordance with the Algorithm
Charter, including but not limited to:[2] 4a. “plain English documentation
of the algorithm.”

4b. explanations of “how data are collected, secured and stored.”

4c. evidence of how a Te Ao Mâori perspective was embedded in the
development.

4d. the analysis of the tool for compliance with Te Tiriti o Waitangi.

4e. the process used to identify, engage and consult “with people,
communities and groups who have an interest in algorithms.”

4f. the documents resulting from that consultation.

4g. the report or other evidence of the peer review of the tool for
unintended consequences.

 

5.In July 2023, Government Chief Digital Officer (GCDO) issued “Initial
advice on Generative Artificial Intelligence in the public service” (GCDO
advice)[3]. As this advice was issued under authority delegated under the
Public Service Act, it binds the Ministry. The Council requests:

5a. the Ministry’s policies or standards for “trialling and using GenAI”,
whether developed in response to the GCDO advice or independently.

5b. the assessment of the tool against the policy or standard, or other
evidence that the policy or standard was used when procuring or creating
the tool.

5c. the details of the “guard rails” which ensure that the tool is used
safely.

5d. evidence that the tool was tested, that it passed testing, and a
summary of the test procedures.

 

6. Any internal or external ethics advice the Ministry has on the tool,
or, if none, on Generative AI.

 

7. The processes by which the Ministry “avoid[s] inputting personal
information into any AI tool that is outside [your] network”, including
how the Ministry audits, or plans to audit, these processes.

 

8. The Ministry’s policy on using AI tools to process, summarise and/or
analysis submissions, including any external guidance the Ministry has
received.

 

9. What efforts, other than this small section in the consultation
document, the Ministry has made to let members of the public know about
the Ministry’s use of AI tools.

 

10.How NZTA allows members of the public to opt out of their submissions
being entered into an AI tool.

 

11. The list of consultations on which the Ministry has used AI tools.”

 

We will endeavour to respond to your request as soon as possible, and in
any event no later than 19 August 2024 being 20 working days after the day
your request was received. If we are unable to respond to your request by
then, we will notify you of an extension of that timeframe.

 

The Ministry publishes Official Information Act responses on our website
when there may be wider interest in the information released. This means
the information provided to you might be published after you have received
it.

 

Ngâ mihi

 

Harry (He / Him)

Kaitohutohu - Tuhinga Ôkawa|Adviser - Accountability and Correspondence

 

 

 

-----Original Message-----
From: New Zealand Council for Civil Liberties
<[1][FOI #27753 email]>
Sent: Monday, July 22, 2024 8:20 AM
To: OCU <[2][MOT request email]>
Subject: Official Information request - Artificial intelligence to analyse
submissions

 

Dear Ministry of Transport,

 

The Council was notified shortly after the closing of your consultation on
Land Transport Rule: Setting of Speed Limits 2024 of the following
statement in the supporting material:

 

"We may use an artificial intelligence tool to help us analyse submissions
We may use an AI tool to help us analyse submissions. We will take steps
to avoid inputting personal information into any AI tool that is outside
our network."[1]

 

Hereafter this “artificial intelligence tool” is referenced as “the tool”.

 

The New Zealand Council for Civil Liberties requests:

 

1. The name of the tool, and the names of any supporting external tools.

 

2. The Privacy Impact Assessment for this use of the tool.

 

3. The privacy policies, if any, of the tool.

 

4. As the Ministry is a signatory to the Algorithm Charter, we request the
supporting material for the tool produced in accordance with the Algorithm
Charter, including but not limited to:[2] 4a. “plain English documentation
of the algorithm.”

4b. explanations of “how data are collected, secured and stored.”

4c. evidence of how a Te Ao Mâori perspective was embedded in the
development.

4d. the analysis of the tool for compliance with Te Tiriti o Waitangi.

4e. the process used to identify, engage and consult “with people,
communities and groups who have an interest in algorithms.”

4f. the documents resulting from that consultation.

4g. the report or other evidence of the peer review of the tool for
unintended consequences.

 

5.In July 2023, Government Chief Digital Officer (GCDO) issued “Initial
advice on Generative Artificial Intelligence in the public service” (GCDO
advice)[3]. As this advice was issued under authority delegated under the
Public Service Act, it binds the Ministry. The Council requests:

5a. the Ministry’s policies or standards for “trialling and using GenAI”,
whether developed in response to the GCDO advice or independently.

5b. the assessment of the tool against the policy or standard, or other
evidence that the policy or standard was used when procuring or creating
the tool.

5c. the details of the “guard rails” which ensure that the tool is used
safely.

5d. evidence that the tool was tested, that it passed testing, and a
summary of the test procedures.

 

6. Any internal or external ethics advice the Ministry has on the tool,
or, if none, on Generative AI.

 

7. The processes by which the Ministry “avoid[s] inputting personal
information into any AI tool that is outside [your] network”, including
how the Ministry audits, or plans to audit, these processes.

 

8. The Ministry’s policy on using AI tools to process, summarise and/or
analysis submissions, including any external guidance the Ministry has
received.

 

9. What efforts, other than this small section in the consultation
document, the Ministry has made to let members of the public know about
the Ministry’s use of AI tools.

 

10.How NZTA allows members of the public to opt out of their submissions
being entered into an AI tool.

 

11. The list of consultations on which the Ministry has used AI tools.

 

Under section 16(2) of the OIA our preferences are (a) to receive a copy
of the whole document (b) that the information is disclosed in a text
searchable format, either Word or PDF, and (c) that it is sent to the
email address from which the Ministry received this request.

 

If the Ministry decides that there is 'good reason' under the OIA to
withhold any of the information we are requesting, then under section
19(a)(ii) of the OIA, we further request that the Ministry provides us
with the grounds in support of each withholding reason cited for refusal.

 

If any part of our request is unclear, please don't hesitate to contact
us.

 

Yours faithfully,

 

New Zealand Council for Civil Liberties

 

[1] p1of
[3]https://apc01.safelinks.protection.outlo...

[2]
[4]https://apc01.safelinks.protection.outlo...

[3]
[5]https://apc01.safelinks.protection.outlo...

 

-------------------------------------------------------------------

 

This is an Official Information request made via the FYI website.

 

Please use this email address for all replies to this request:

[6][FOI #27753 email]

 

Is [7][MOT request email] the wrong address for Official Information
requests to Ministry of Transport? If so, please contact us using this
form:

[8]https://apc01.safelinks.protection.outlo...

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[9]https://apc01.safelinks.protection.outlo...

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

 

-------------------------------------------------------------------

 

 

References

Visible links
1. mailto:[FOI #27753 email]
2. mailto:[MOT request email]
3. https://consult.transport.govt.nz/policy...
4. https://www.data.govt.nz/toolkit/data-et...
5. https://www.digital.govt.nz/standards-an...
6. mailto:[FOI #27753 email]
7. mailto:[MOT request email]
8. https://fyi.org.nz/change_request/new?bo...
9. https://fyi.org.nz/help/officers

hide quoted sections