Accessing a client's file to obtain personal information

A client may authorise their agent to have access to information held by the Ministry of Social Development about the client. Generally, this involves making enquiries into the client's file. This could be used in situations such as (but not limited to):

• a client is unable to physically visit an office
• an agent is acting on behalf of the client in cases of complaints and reviews
• an agent being appointed as a result of a trespass notice

If the request to obtain personal information is a one-off request, there is no need for the 'Appointment of an Agent' form to be completed. Unless the client and agent are present together, the client's written permission is still required.

Any documentation provided, such as a signed note from the client, should be retained on the client's file, and the request noted in the client's CMS record.

• Temporary agency

Also see:

• Privacy Act 2020 Guidelines Responding to a request for personal information
• Who can be an agent?