Information for health professionals and the wider sector is gradually moving. Until mid-2026, information will either be here, or on our other website — tewhatuora.govt.nz.
Restricted access to records in the AIR
Restricted access gives people a choice over how their immunisation data is managed and shared in the Aotearoa Immunisation Register (AIR).
On this page
- How restricted access works in the Aotearoa Immunisation Register (AIR)
- Applying for restricted access
- Informed consent
- Information for vaccinators
- Information for Vaccinator Portal users
- Information for integrated AIR users
- How we protect people's information
- Uploading historical immunisation records to the AIR
How restricted access works in the Aotearoa Immunisation Register (AIR)
When a person applies for restricted access:
- their immunisation records will still be recorded in the AIR — this is part of the legal requirement for health providers to keep complete and accurate records of any health service they provide
- only the healthcare provider who gives them a vaccine can see that immunisation record — their records cannot be viewed by or shared between other healthcare providers
- the restricted access will apply to all of their immunisation records for all providers — the AIR currently does not have the capability to apply restricted access to specific records or providers.
How their information might be used
Population level analysis
When someone has restricted access, their immunisation records will not appear in reports sent to any Health New Zealand | Te Whatu Ora data sharing partners. Health NZ may access their records for population level statistical analysis, but they will not be able to be identified.
In an emergency
Where possible, we will get a person's consent to access their restricted immunisation records. In an emergency, we can access the records without consent. Emergency access may take up to 72 hours due to technical constraints.
Communications
Health NZ will not contact people with restricted access about free immunisation services they are eligible for unless there is an emergency that requires this. However, their other healthcare providers may still contact them about immunisations.
If asked to do so by a healthcare provider, we may contact them about standard immunisations for their tamariki. If they decline an immunisation for their child, we will not follow up again.
Applying for restricted access
You can provide the restricted access request form to anyone who wants to apply for restricted access for:
- their own immunisation records
- children in their care aged 16 and under
- other dependents, if they have legal authority to do so, when that person cannot make the request themselves.
A person can change their mind about restricted access at any time. They can use the restricted access request form to ask for their restrictions to be lifted.
Download the AIR restricted access request form — HealthEdexternal link
Informed consent
The informed consent conversation that happens when the vaccine is being given should cover:
- why the person's information is being collected
- who the intended recipients of this information are
- how this information is protected.
Vaccinators should be aware of restricted access and how to support people who want to apply for it. The AIR privacy brochure can be used to support these conversations.
Information for vaccinators
The immunisation handbook provides advice for how to proceed without a documented history of immunisation.
Immunisation handbookexternal link
If you cannot view a person's immunisation history, you should ask about what vaccines they have had. Use your clinical judgement, in consultation with the person, when deciding whether it is appropriate to give a vaccine.
Information for Vaccinator Portal users
- If a status query is conducted on a person who has restricted access to their records in the AIR vaccinator portal, it will display a notification and not return the immunisation history.
- All immunisations delivered at your site will continue to be visible. Restricted access will have no impact on your site reporting, for example, for inventory and billing purposes.
- Notifications of immunisations given at your site to someone with restricted access will not be sent to their enrolled provider.
- People with restricted access will not be able to view their immunisation records on My Health Record.
Information for integrated AIR users
- If a status query is conducted on a person who has restricted access to their records, it will not return the immunisation history. You will be able to see records of immunisations you recorded in your PMS.
- Notifications of immunisations given by another provider, for example, a pharmacy, will not be sent to a person's enrolled provider.
- People with restricted access will not be able to view their immunisation records on My Health Record.
How we protect people's information
In line with the Health Information Privacy Code 2020, Health NZ and other health agencies can only collect, access and use information in the AIR for lawful purposes connected to the functions of their agencies and the purposes for which the AIR is provided.
Health NZ has a responsibility to ensure that the health information held is protected by security and privacy safeguards.
Everyone who has access to the AIR is trained to keep this information safe. Direct access to the information remains limited to those with logon access rights. All access is recorded and can be audited.
Health Information Privacy Code 2020 - Privacy Commissionerexternal linkPDF
Uploading historical immunisation records to the AIR
You cannot upload old immunisation records to the AIR without the person’s documented consent. These old records were created before the AIR and were not sent to the previous register.
For future vaccines, vaccinators have an informed consent conversation at the time of immunisation. This conversation includes:
- informing them that their records will be collected in the AIR
- explaining how and why this data is used
- explaining how their information is safeguarded.
The AIR privacy brochure can be used to support these conversations.