Exchange of information

For the effective administration of the agreement with Malta there will be an exchange of information between New Zealand and Malta on changes in circumstances affecting individual clients and general adjustments of pension rates.

The process for the exchange of information and updating of client records is detailed in the Administrative Arrangements and Supplementary Administrative Arrangements which are subject to privacy compliance under the Privacy Act 2020.

Under these Arrangements:

• liaison forms must be used for all exchanges of client information
• liaison forms must be sent by mail or equivalent air courier service
• email and facsimile exchanges of client information are not permitted under the Administrative Arrangements
• only information included on Liaison forms can be exchanged - no other types of information can be exchanged
• a 100% check of the client's name, date of birth, Social Welfare Number, Maltese Social Security number and Maltese Identity Card number provided on Liaison forms must be made and confirmed before a client record can be updated with the new information
• if all of the matching criteria does not match with information already held you must check back with Malta to clarify the discrepancy
• liaison forms received from Malta must be destroyed within 60 days unless adverse action is taken on the client records

The agreement between New Zealand and Malta allows MSD and Malta to share some information. This information may result in changes to a client's New Zealand entitlement (adverse action).

When MSD matches a client's information with information from Malta, MSD must send a written notice of adverse action to the client:

• advising that MSD will receive information from Malta regarding the rate of payment of overseas pension and any changes of circumstance since the client applied for their New Zealand benefit or pension
• advising that MSD will also be sending information to Malta, which may affect their benefit or pension from Malta
• containing unique identifiers for that client
• giving the client a minimum of 10 working days to confirm the unique identifiers are correct

A notice of adverse action is only required upon receipt of the first information match.