Duties & Obligations as a Project Administrator
The role of a project Administrator can differ depending on the size and nature of the project. What is common in all cases, however, is that Administrators are legally and ethically responsible for the security and privacy of data belonging to project members.
Given the nature of pest control and taonga species monitoring, trapping projects often involve cross-boundary relationships and shared outcomes. When projects span multiple properties, success depends on collaboration. At the centre of this are communication, trust, and respect. This creates a delicate balance between responsibility, privacy, and information sharing.
At the project level, Trap.nz allows projects to remain anonymous or to be publicly listed. In addition, projects may choose to share high-level data anonymously - see details. Within a project, Administrators take on the duty of data protection. In practical terms, this also means protecting the relationships between individual trappers.
Every trapper has their own perspective on data sharing, and that perspective can change over time. For example, a new neighbour may arrive with a different viewpoint, trapping mistakes may occur, public opinion may shift, or social licence may be lost. What seems low-risk today may result in significant consequences in the future - for individuals and for the project as a whole. To account for this, and to ensure trappers remain safe and willing to share data, a default position of privacy and anonymity is strongly recommended.
As a general rule, Administrators should never disclose trapper names, attributed catch records, or the exact locations of trapping equipment.
Below are seven principals to assist with administering a safe and effective community project - legally, ethically, and culturally.
Data Protection Principles for our Community-Led Work
Protecting information to uphold trust, relationships, and community wellbeing.
Our project relies on trust and community. These principles help us handle information with care so people feel safe, respected, and confident in the collective work we do.
1. Treat all data as taonga.
Handle information with care, respect, and intention. Assume it carries meaning for individuals, whānau, and communities, and protect it accordingly.
2. Prioritise transparency and choice.
Be clear about why data is collected, how it will be used, who will access it, and what control people have over their own information.
3. Minimise access and uphold privacy.
Only gather what is genuinely needed, and ensure access is granted with full respect to those providing it. Share with clear purpose and accountability.
4. Protect collective and cultural context.
Recognise that some information is tied to whakapapa - the connections, stories, and shared identity that link people to each other and to place. Honour the relationships it reflects, uphold mana, and prevent harm by considering the wider impacts on whānau and communities.
5. Share and interpret data responsibly.
Only use information in ways that support community wellbeing, avoid misrepresentation, and strengthen trust. Consider how insights might affect relationships, and check that meaning and context are understood before sharing or using them.
6. Honour relationships and reciprocity.
When people and communities share information, ensure that insights, benefits, and learnings are returned to them - with care - in ways that are meaningful and mana-enhancing.
7. Hold ourselves accountable.
See also:
Basic Administrator Agreement
NZ Privacy Act Adherence Template for Adminstrators and Managers