Privacy impact assessment (PIA) for using software to gather and analyse feedback for a summary of submissions about Future Census consultation.
Download the document the document below, or read the recommendations and summary online.
Stats NZ privacy team's recommendations
We recommend that:
- You ensure there is a privacy statement and sentence asking submitters not to include personal information about themselves or anyone else in any free text fields.
- As the data collected will be stored on the Australian cloud, information about this will need to be included in the privacy statement/consultation documents to ensure that people are aware they are signing up to having the data they give Stats NZ for this specific survey held offshore.
- Stats NZ's security team should assess the use of Croissant and complete any steps provided for its use.
- You ensure there is a secure SharePoint site for raw MS Forms responses, any further analysis, and any other documents related to these responses to be stored. The form should be created in / attached to an MS Team rather than an individual's Forms app. Then the forms and responses will be stored in the Team's SharePoint Site which will help with the secure storage location requirement and the 10-year retention period.
Summary
The Transformation and Future Census Engagement Project published a consultation paper Modernising our approach to the 2028 Census: Discussion document for public consultation on the Stats NZ website in May. The consultation will run from 8 May-18 June 2024.
The paper discusses the 2028 Census approach and invites submissions and feedback from individuals and organisations. Any interested member of the public is able to complete a submission of feedback. This feedback can then be considered in the design of the 2028 Census.
This privacy impact assessment (PIA) outlines our use of three software programmes (MS Forms, Croissant, and Power BI) to gather, analyse, and summarise feedback about future censuses, and develop a summary of submissions paper, which will be uploaded to the Stats NZ website.
We would like to use MS Forms as the software to capture submissions and feedback. MS Forms is an application within Microsoft's M365 suite that is used frequently within Stats NZ.
MS Forms has been used previously within Stats NZ for consultation and will integrate well with the software being used to analyse the submissions (Croissant), and the software being used to create visualisations of the software (Power BI).
The form will be embedded on the Stats NZ website.
As we analyse submissions, we intend to use Croissant, a tool developed by the Ministry for the Environment for all-of-government-use. The tool will be used to conduct sentiment/thematic analysis.
We intend to use Microsoft's Power BI software to create visuals and analyse the submissions to support the development of the summary of submissions that will be published. Power BI is also an application within Microsoft's M365 suite that is used frequently within Stats NZ.
ISBN 978-1-991307-00-2
