Official Information requests

The LGOIMA gives you the right to access official information held by Council. This can include:

• Policies, strategies and reports
• Project and contract information
• Meeting agendas and minutes
• Maps, drawings, or images

Council must make official information available unless there is a good reason to withhold it under the law. Information may be withheld if releasing it would, for example:

• Breach someone’s privacy
• Endanger the safety of a person
• Prejudice law enforcement or legal proceedings
• Disclose confidential or commercially sensitive information
• Cause serious offence to tikanga Māori or disclose wāhi tapu
• Breach an obligation of confidence
• Prejudice public health or safety
• Prejudice Council’s commercial activities or negotiations

If your request is too broad or unclear, we’ll get in touch to help you narrow it down. Requests need to be specific enough for us to find the information you’re looking for.

If another organisation holds the information, we may transfer your request and will let you know if we do.

We are required to respond within 20 working days. In some situations, the timeframe may be extended, for example if your request is large or if we need to consult with others. If an extension is needed, we will explain why and let you know the new due date.

Local Government Official Informaton and Meetings Act 1987 (LGOIMA)

The Privacy Act gives you the right to access your own personal information held by Council. This might include:

• Property or rates records linked to you
• Records of your interactions with Council
• Employment-related information (if you are a staff member or applicant)

Council must provide you with access to your personal information unless a specific exception applies under the Privacy Act. Information may be withheld if releasing it would, for example:

• Breach another person’s privacy
• Endanger someone’s safety
• Reveal information provided in confidence
• Undermine legal privilege or the maintenance of the law
• Be contrary to another person’s interests where it would be unreasonable to disclose

If we need more information to identify what you’re requesting, we’ll contact you to clarify it.

If another organisation holds the personal information you’re seeking, we may transfer your request and will let you know if we do.

You also have the right to ask us to correct your personal information if it is inaccurate.

We are required to respond within 20 working days. This timeframe may be extended if your request is complex or involves a large amount of information. If an extension is needed, we will explain the reason and let you know how long it will take.

Privacy Act 2020

Privacy Act requests

• Requests made under the Privacy Act 2020 are free of charge
• There are no fees for accessing or correcting your own personal information.

LGOIMA requests

• Standard requests are free
• Charges may apply if a request involves substantial staff time, collation, scanning, or redaction
• You will always be told in advance if any charges apply.

Charges may be reduced or waived if:

• Releasing the information is in the public interest
• Payment would cause hardship
• The information assists another public organisation in its work.

Reproduction charges

Substantial collation and redaction

For requests which require substantial collation, scanning and/or redaction before release (non-standard) the following charges will apply:

Expense charges

All charges will need to be paid before you receive the information you have requested. All charges incurred will be fixed so to recover the actual costs involved, including:

• Photocopying – the first 20 pages are free. Every A4 page after that will be charged at 20 cents.
• Producing a document by computer or similar equipment
• Reproducing a photograph, film, video or audio recording
• Viewing or hearing a visual or audio recording
• Providing a copy of any map, plan or other document larger than A4
• Retrieval of information offsite or any situation where a direct charge is incurred in providing the information