03 June 2025
C196342
TeAtawhai Young
[FYI request #30777 email] Tēnā koe TeAtawhai
Thank you for your email of 20 April 2025 to the Department of Corrections – Ara Poutama
Aotearoa, requesting information about the Victim Notification Register (VNR) process
. Your
request has been considered under the Official Information Act 1982 (OIA).
Victim notification gives victims of serious crime, who are registered on the victim
notification register, a way to stay informed about the person who offended against them.
Information on the VNR process is available at:
www.corrections.govt.nz/information_for_victims/victim_notification_register I will address your requests in turn. You requested:
1. What specific information is shared through the Victim Notification Register
(VNR) in relation to a person?
This part of your request is refused under section 18(d) of the OIA, as this information is
already publicly available. Details on what information is shared with victims through the
VNR is available at:
www.corrections.govt.nz/information_for_victims/victim_notification_register/information
_victims_can_receive
2. Are family members or partners of the name individual person notified if their
information is collected, used, or disclosed through VNR-related procedures?
If not, please explain why not — and if so, what is shared?
Information on people other than the offender, including whānau or partners of the
offender, is not recorded in VNR processes. The VNR allows victims and their advocates to
stay informed about an offender. It has a set of information that is deemed appropriate to
be released about the offender to ensure victims’ needs are met while also maintaining
offenders’ rights to privacy.
3. Are individuals outside the VNR ever notified (or given the right to be notified)
when their personal details may be referred to, mentioned, or included as part of
VNR-related updates or assessments? (e.g. names of whānau, addresses, contact
details, known associations or relationships.)
NATIONAL OFFICE, WELLINGTON
Mayfair House, 44 – 52 The Terrace, Wellington, 6011, Private Box 1206, Wellington 6140,
Phone +64 4 460 3000
www.corrections.govt.nz
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Information on people other than the offender is not recorded in VNR processes.
4. What protections exist for family/whānau of a remand or pre-conviction prisoner
to ensure that their personal information is not shared via the VNR without their
knowledge or consent? Please explain how Corrections ensures compliance with
the Privacy Act in these scenarios.
Information on people other than the offender is not recorded in VNR processes.
Corrections is committed to ensuring privacy by collecting only information needed and
using it only for legitimate purposes, ensuring security by keeping data safe from
unauthorised access and use and ensuring confidentiality by only releasing identified
personal information where there is a lawful purpose.
5. Who is VNR-related information allowed to be shared with, and what
accountability is in place if this information is disclosed to unauthorised parties?
Is there any legal framework or official policy that justifies the disclosure of this
information outside of the direct involvement with the VNR?
Information is notified to registered victims or their representatives. Police receive an
application form and determine eligibility for victims of specified offences (under section 29
of the Victims’ Rights Act 2002) or for representatives of these victims as identified in
section 40 of the Victims’ Rights Act. The Victims’ Rights Act allows for information to be
shared between the Department of Corrections, New Zealand Police, Ministry of Justice and
Ministry of Health.
As stated above, Corrections is committed to ensuring privacy, security and confidentiality.
If someone believes personal information has been improperly shared without their consent
or without lawful purpose, they can raise this with Corrections or by contacting
[Department of Corrections request email]. Our Privacy Team address any privacy concerns raised. People
also have the right to report any concerns about unauthorised disclosure of personal
information to the Office of the Privacy Commissioner.
You can find the Corrections’ commitment to privacy and complaints process at:
www.corrections.govt.nz/about_us/who_we_are/our_privacy_commitment. You can find the Privacy Commissioner’s guidance on rights and complaints at:
www.govt.nz/browse/consumer-rights-and-complaints/how-to-complain/privacy-
complaints/. The VNR is a process for sharing limited and specific information to a person about the
person who offended against them. The information used in the VNR process may also be
used in other lawful processes. As an example, information on a person released on
probation or parole may be shared with Police under Schedule 4 of the Privacy Act 2020.
6. What is the threshold Corrections requires to allow a named and authorised
person to access another individual’s file — when written authority has been
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granted? Please explain what internal process is followed once an "Authority to
Act" is received, and on what legal or policy basis access may still be denied.
Corrections staff need to have confidence in the identity of people requesting the
information and be satisfied that authority to act has been properly granted, such as
through informed and signed consent.
When an authority to act is received, a process of gathering and assessing the information
takes place before its release. Examples of legislation that Corrections must consider prior
to the release of information include the OIA and the Privacy Act, both of which contain a
variety of provisions under which information may be withheld from the requester.
Corrections’
Authority for a complaint advocate form also has options allowing an advocate
to manage only specific complaints or only complaints in a nominated time period, and the
option indicated on this form may limit what information an advocate can access.
7. If Corrections staff are stating that they are “unaware” of the Authority to
Advocate Complaint form — when this form is publicly available on the
Corrections website. Is staff training provided on this process, and if so, how is
this monitored for consistency across regions and facilities?
Corrections employs around 11,000 staff across numerous roles and sites, and training on
the authority for a complaint advocate form will vary depending on the team. However, all
Corrections staff have access to the
Quick guide for staff on complaint advocates, which is
available on Corrections’ intranet and provides guidance on managing complaints from
advocates.
Please note that this response may be published on Corrections’ website. Typically,
responses are published quarterly or as otherwise determined. Your personal information
including name and contact details will be removed for publication.
I hope this information is helpful. I encourage you to raise any concerns about this response
with Corrections. Alternatively, you are advised of your right to raise any concerns with the
Office of the Ombudsman. Contact details are: Office of the Ombudsman, PO Box 10152,
Wellington 6143.
Nāku noa, nā
Sean Mason
Deputy Chief Executive Communities, Partnerships and Pathways
