Information about vetting

Giving consent for Police vetting

If you have applied to be an employee, are an existing employee, or a volunteer of an agency that requires you to be vetted by Police, you need to give your permission before this process can take place.

When you fill in a New Zealand Police Vetting Service (NZPVS) Request and Consent form, make sure that you read and understand the form before signing it. Also make sure you fill in all the details asked for, including your current surname, your maiden name (if applicable) and any other names you have used.

If you are eligible under the Criminal Records (Clean Slate) Act 2004 to have your criminal record concealed, it is an offence for an organisation to ask you to reveal it. Exceptions to this are covered by Section 19 of the Act.

Information Police may release

As part of the Police vetting process criminal conviction information is accessed from the Ministry of Justice under Schedule 5 of the Privacy Act 1993 and is released in accordance with the Criminal Records (Clean Slate) Act 2004.

Information released may include:

  • conviction history
  • location of the court
  • the date of the offence
  • the offence itself
  • the sentence imposed.

Police may release information that they believe is relevant to the position of the person being vetted.

Further information that may be released includes:

  • traffic infringements
  • any interaction, including as a victim, with Police, whether it resulted in a criminal conviction or not
  • any family violence information
  • information about violent or sexual behaviour that did not result in a conviction.
  • information relating to Diversion.

Police may release information in the form of a written note about violent or sexual behaviour that did not result in a conviction.

What does an agency do with vetting results

An agency will use Police vetting information when considering your suitability for a position. There are restrictions on what an agency can do with the information they receive about you. They must:

  • explain the Police vetting process to you
  • keep your personal information confidential and secure
  • explain how long your vetting information will be retained for and for what purpose (an agency must not retain documentation for any longer than twelve months after the conclusion of the vetting process unless a longer retention period is required by legislation)
  • let you see information received from Police
  • provide an opportunity for you to correct information  or provide an explanation
  • securely destroy information provided by Police when the purpose of the vetting check has been completed i.e. employment process, internal/external audit.