Registering and managing your water carrier service in Hinekōrako

Section 12 of the Water Services Act 2021outbound defines owner as the person who has effective control of the drinking water supply.  A person may be an individual or an organisation or corporate body that is a legal entity. 

To help determine who has effective control, consider whether the person:

1. owns the drinking water infrastructure (treatment plants, pipes, etc)
2. owns or has long-term control of the land on which the drinking water infrastructure is based
3. directs or has control over decisions about the funding or maintenance of the drinking water infrastructure, or collects fees, levies or other charges from consumers in relation to the infrastructure
4. controls how the management of the supply is resourced (e.g. has the power to subcontract work). 

No single factor has a higher priority than others. It is necessary to consider all the relevant factors and make a case-by-case assessment of who has effective control of your drinking water supply. 

Note: Individuals or organisations that operate the supply can be different to the individuals or organisations listed as the owners. 

As the owner of the water supply, you're responsible for ensuring the supply is registered. You or your organisation are accountable for ensuring the water supplied is compliant with the drinking water standards.

The Water Services Act 2021outbound  defines an owner of a drinking water supply as the person who has the effective control of the drinking water supply. To determine this, you need to consider whether the person:

• owns the drinking water infrastructure (treatment plants, pipes, etc.)
• owns or has long-term control of the land on which the drinking water infrastructure is based
• directs or has control over decisions about the funding or maintenance of the drinking water infrastructure, or collects fees, levies or other charges from consumers in relation to the infrastructure 
• controls how the management of the supply is resourced (e.g. has the power to subcontract work).

Identifying the person(s) with effective control of the supply is important. If there's a failing in the duties associated with the supply, the courts may need to decide who the owner is and therefore who is responsible for ensuring the duties were undertaken.  

Some supplies will have one clear owner, while others may have multiple owners. More detail on supplies with multiple owners, including examples, is available under the dropdown headings below.

A supply owner may opt to delegate the registration process. However, the owner remains responsible for the accuracy and currency of the registration and associated records in Hinekōrako. You'll also need to provide a registration contact (which can be you) and an overall supply contact (who is listed on the public register of drinking water supplies as the primary contact for consumer enquiries).

Multiple owners may exist for the whole water supply or for components of it (e.g. treatment plants) . When you register, you can record all owners and key contacts and identify the appropriate key contact for each component and the supply as a whole. 

Multiple owners might be organisations and/or individuals. For example:

• Several individuals have funded the establishment of a small water supply to provide drinking water for themselves and/or others. All of these individuals have input into investment decisions, maintenance,  the appointment of the operator of the supply, etc. In this case, all the individuals should be listed as owners. 
• Multiple councils own components of a water supply that they previously managed. The supply is now managed under a single local government arrangement (such as a council-controlled organisation),. Wellington Water and Watercare are examples. All councils must be listed as an owner.

A water supply can be owned by multiple owners (e.g. a group of  owners or businesses). There can also be situations where multiple owners exist for different components of the supply (usually the treatment plants and distribution system of pipes).

This situation is most likely to occur where separate supplies are being operated as an integrated network in a local government environment.  Wellington Water is an example of this complex ownership of components of the water supply. 

Multiple owners of components may occur for non-council water supplies where smaller suppliers collaborate to run multiple supplies as an integrated supply. 

Details of the owners of individual components of the water supply can be recorded in Hinekōrako. This will not identify which components are owned.

The registration contact can upload a separate document outlining the ownership structure on the final page of the registration record.

Download a pdf of this guidance: Establishing a RealMe® account and creating a user account in Hinekōrako

This guide takes you through the steps to create a user account in the Supplier Portal part of Hinekōrako. To access your Hinekōrako account you’ll need a RealMe® account. RealMe® is the New Zealand Government’s identity management service. Find out more hereoutbound.

If you don’t already have a RealMe® account, you’ll be able to create one during this process. Thereafter, you'll aways log in to Hinekōrako using your RealMe® account.

If you already have a RealMe® account that you use to access work and/or personal services, you can use it here. You don't need a new one. Your RealMe® account is only tied to your Hinekōrako account for the purposes of making sure it's really  you who's logging in.

Email invitation

Establishment of your Hinekōrako user account begins when you receive an email from us with a link inviting you to create an account.

Step 1
Click on the link in the email.

Step 2
You’ll be taken to the Hinekōrako portal and from there transferred to RealMe®.

The transfer might take a moment. If it does, you may see this page. Please wait until you're redirected.

Step 3
It's possible that, for your protection, your email platform may have encrypted the link in the email and then unencrypted it when you clicked on it, changing the invitation code in the link in the process.  In this case you may receive an Incorrect Invitation Code error.

If you do:

1. Go back to the invitation email and select and copy the invitation code included in it.
2. In the Hinekōrako screen where the error is displayed, delete the current invitation code, paste in the invitation code copied from the email and hit Enter.

If you still experience an error, contact us at info@taumataarowai.govt.nz

Once you're on the RealMe® page you have the following options:

• Create a RealMe® account. Go to Step 4.
• Retrieve your forgotten RealMe® username or password. Go to Step 9.
• Link an existing RealMe® account to your Hinekōrako account. Go to Step 10. 

Creating a new RealMe® account

Step 4
Click on the Create Your RealMe® Login button.

Before you go further, we recommend you read the guidance for creating a new account on the RealMe®outbound website.

Step 5
You'll be taken to a page where you can set up your RealMe® log in details.

1. Enter your email address. This does not have to be the same as the one on your Hinekōrako account. It will be the email address RealMe® uses to send you emails relating to forgotten passwords or usernames.
2. Start the process of confirming the email address is yours by clicking Send Code.

Step 6
A field will appear for entering the confirmation code sent to the email address you specified.

1. Enter the code.
2. Click Confirm Code.

Step 7
Once you have entered the correct code:

1. Enter a unique username. RealMe® will tell you if the name you have selected is already in use.
2. Enter a password and then confirm that password. The passwords must match and meet the security requirements listed on the page.
3. Click Continue.

Step 8
You’ll then be taken to a page where you can provide additional security details. You can complete your account by:

1. Optionally providing your mobile number. As with the password, you’ll be asked to click on Send Code and then enter the code received by text message in the field that appears.
2.  Optionally provide an additional contact number for RealMe® ’s helpdesk.
3. Select and provide the answers to three security questions, which RealMe® ’s helpdesk will use to confirm you are who you say you are if you contact them.
4. Optionally set up a 5-digit PIN as another option to confirm your identity with the helpdesk or when resetting your password.
5. Read and accept the RealMe® terms of use.
6. Click Create to create your account.

Retrieve your RealMe® username or reset your password

Step 9
If you have an existing RealMe® account you can use the links on the login page:

• Retrieve your RealMe® username if you've forgotten it, or
•  Reset your RealMe® password if you've forgotten that.

For further instruction on how to do either, please refer to the RealMe® websiteoutbound.

Link an existing RealMe® account to your Hinekōrako account

Step 10
To link your existing RealMe® account to your Hinekōrako account simply log in to RealMe® at this point by:

1. entering your username and password
2. clicking Login.

Read and accept the Hinekōrako terms of use and privacy statement

Step 11
Before you can access Hinekōrako you'll need to acknowledge that you've read and agree to comply with the Hinekōrako terms of access and privacy statement:

1. Open and read the terms of access by clicking the Terms of Access link. The terms will open in a separate tab in your browser.
2. Return to the acknowledgment page and open and read the privacy statement by clicking the Privacy Statement link. This also opens in a separate browser tab.
3. Click in the acknowledgement checkbox.
4. Click Continue.

Bookmark Hinekōrako for future logins

Step 12
After acknowledging the terms of access and privacy statements, you'll be taken to the My Supplies page. This is your home page for Hinekōrako.

We recommend that you add this page to your list of browser bookmarks so you can return to it easily in future. Alternatively, you can return to Hinekōrako and log in at this URL: hinekorako.taumataarowai.govt.nz.outbound

Be aware of Hinekōrako timeouts

Step 13
For your security, Hinekōrako will time out after 30 minutes of inactivity. 

If you return to a Hinekōrako screen after it has timed out and attempt to move to another page, Hinekōrako will send you to RealMe® to log in again.  If you were in the middle of completing a form and attempt to keep working on it, you may receive error messages relating to permissions or other system-related matters.

If you receive such messages, click Sign out on the dropdown menu by your name and then click on the RealMe® login button to log in again. 

Familiarise yourself with the My Supplies page

Step 14
From the My Supplies page you can do a number of things:

1. See your supplies and, depending on your level of access:

• • click through to view the supply details, including all things related to the supply (e.g. any drinking water safety plans submitted to The Authority and any drinking water safety issues notified to The Authority)
  • register a new supply or click through to an existing supply to view notifications related to the supply or submit a new notification. Previously unregistered supplies do not have to be registered for some time yet. Please ensure you have spoken to The Authority about your reasons for registering a new supply.

Exactly which supplies you see and what you can do with them will depend on the Hinekōrako user role you've been assigned.  See the Understand supply groups and user roles guidance (in expandable section below) for more information.

The first time you log in as a supplier transferred from the Ministry of Health’s Register of Drinking Water Suppliers, you will see your supplies listed with the Origin of Migrated. These supply records are available for you to verify as complete and correct.  

2. Return to this page, by clicking the My Supplies menu option at the top.

3. If you are a Supply Group Administrator or Supply Administrator, manage the supply portal access of other users to your supplies by clicking on Manage Users.

4. Sign out or update your own profile, including contact details, by selecting from the dropdown menu by your name at the top right of the screen.

5.  Go to the Authority's website by clicking on the the Authority logo.

Download a pdf of this guidance: Supply data - water carrier services

Overview

This guide explains the data recorded in Hinekōrako about your water carrier service. It explains the information required in each field that you'll be asked to complete when you register your supply. 

Water carrier services ('water tankers') source drinking water from other supplies, which may be your own, or a supply managed by other individuals or organisations (such as a council supply). 

If you source water from your own supply, and that supply is used only for your water carrier service and not also as a general supply of drinking water to properties, then that supply will be registered as a water carrier supply.

It's important that the supplies from which you source water for your water carrier service are registered with the Authority so you can identify them, in Hinekōrako, as the source for your service.

Data held in Hinekōrako about water carrier services is divided into the following sections of the registration form. Each section is completed in a separate screen:

The following sections explain the data recorded in each of the above sections, including the allowable values for each piece of data and any other requirements. Mandatory field means you must provide data in that field on the screen. Mandatory fields are indicated by a red asterisk:

There are different types of fields that provide different ways of recording data. See the end of this expandable section for a full list.

Note: If you attempt to move on from any screen without providing all the mandatory data, or there's a problem with the data you've provided, one or more error messages will be displayed indicating where the problem is with that particular field. Click on the error message link to go to that field.

Edit a supply - supply details

Fields in the Supply Details section of the registration form record:

Supply components

In this section you can provide details of the supply or supplies you source your water from.

You will need to select at least one supply as your source to progress from this page.

Sources - adding a supply as a source

When you add a supply as a source by clicking Create, you're able to look up supplies that are registered with the Authority.

The list of supplies that have been registered with the Authority will be displayed for you to select as your source.

Sources - confirming a migrated supply as a source

When your water carrier service has been migrated, supplies that were used as a source will also be migrated. You'll need to confirm that the correct supply has been migrated.

Supply relationships

In this section you can provide details of one or more:

• organisations that have a relationship with your supply
• individuals (i.e. people) who have a relationship with your supply.

When creating a Supply Relationship with an organisation you can, and in the case of an Owner are required to, add an associated contact record for the person nominated as the Key Contact. 

Supply Relationship records serve three purposes:

1. They inform the Authority about the people and organisations related to the supply and their responsibilities with respect to the supply.
2. Some of the information is displayed on the public register of drinking water supplies, for the benefit of consumers.
3. They can be used to restrict Hinekōrako user access to supplies. See the Supply Group section below.

You are required to list all Owners and Operators of the supply, as this information is required for the public register of supplies, but you can list other organisations and individuals (e.g. agents) and  indicate that they have more than one role, (e.g. Owner and Operator or Owner and Trustee).

The Registration Contact and the Overall Supply Contact are important roles and your supply must always have contacts for these roles. The Registration Contact is the person we'll contact for anything to do with the supply registration. The Overall Supply Contact will be displayed, along with all Owners, on the public register of drinking water supplies and will be the person that consumers contact regarding their supply.

If you're a Supply Group Administrator and you want to give someone access to Hinekōrako that only enables them to see a subset of the supplies you administer, you can give them a Hinekōrako role which means they can see only the supplies they, as a Contact, have a supply relationship with.  

If you're a Supply Administrator:

• your access to supplies is restricted to those you have supply relationship with
• the users you manage are only those who have supply relationship with the same supplies you have have a supply relationship with
• any role you give those users will allow them to access only the supplies they have a supply relationship with.

Organisation relationship

Empty organisation supply relationship form:

When you add or update an organisation relationship, you're able to record:

Populated organisation supply relationship form showing:

1. the relationship details that have been entered
2. some of the read only details of the organisation the relationship is with, and the option to edit those details
3. some of the read only details of the Key Contact individual, because in this case the organisation is a Supply Owner.
4. the option to Submit the new or edited relationship or return to the previous screen.

Organisation

When you create or edit an organisation, you're able to record the following:

Contact relationship

When you create or edit a relationship with a contact, you're able to record the following:

Populated contact supply relationship form, showing:

1. the relationship details that have been entered
2. some of the read only details of the contact the relationship is with, and the option to edit those details
3. the option to submit the new or edited relationship or return to the previous screen.

Contact

When you create or update a record of a contact who has some relationship to the supply, you're able to record the following:

Final information

In this section you can:

• upload documents related to your supply registration
• request the withholding of details of your supply from the public register.

Documents section

When you upload a document you can provide:

Final information section

In the Final Information section of the page, you're able to record:

List of field types

Details shown in the public register of drinking water supplies

Supply details

Overall Supply Contact details

Owner or Operator contact details

Owner or Operator organisation details

Supply components - supplies as sources

In most cases the territorial authority for the community served by your water supply will be readily identifiable.  

Hinekōrako will ask you to select your region first. The territorial authorities within that region will then be presented.  

Hinekōrako allows only one region and territorial authority to be selected per supply. If  the supply serves communities that are evenly spread across multiple regions and territorial authority boundaries, you should select the primary one - i.e. where most of the consumers are located. At the end of the registration process you can upload a document that details the other regional councils and territorial authorities your supply covers , if needed.  

All the individual communities served by your supply should be included in the Community field. These are shown on the public register of drinking water suppliesoutbound and allow consumers to identify supplies they may be connected to. 

For many water supplies, the PHU will be known or easy to identify.   

There is a list of PHUs and contact details on the Ministry of Health websiteoutbound. The area covered by each PHU doesn’t necessarily correspond exactly to the district health board (DHB) areas. For example, Regional Public Health covers Capital and Coast, Hutt and Wairarapa DHB areas. 

Hinekōrako allows only one PHU to be selected. If you consider that multiple PHUs cover the area served by your supply,  contact us at opssupport@taumataarowia.govt.nz. You can upload a document can on the last page of the registration record to detail the multiple PHUs across your water supplies.  

If you're unsure about which PHU you would primarily interact with in an emergency, contact each possible PHU to determine if your water supply is within their boundary. 

This video walks through how a registered water carrier can edit and confirm their migrated supply relationships in Hinekōrako.

This video walks through how a registered water carrier can edit and confirm their migrated source supply in Hinekōrako - taking a close-up look at supply components.

This video walks through the final confirmation screens for a water carrier after confirming migrated supply details in Hinekōrako.

Download a pdf of this guidance: Uploading your drinking water safety plan in Hinekōrako

This guidance shows you how to upload a new drinking water safety plan to Hinekōrako and confirm that it has been submitted successfully.

Step 1
Log in to Hinekōrakooutbound and from the front page select View Supply Details from the dropdown menu on the right-hand side.

Step 2
On the left side of this page there's a menu headed Actions for this supply. From this menu, select View/Add Drinking Water Safety Plans. 

Step 3
On the Drinking Water Safety Plans page, select Add New Drinking Water Safety Plan. In the table, you'll be able to see drinking water safety plans that have already been submitted.

Step 4
If this is the first plan to be uploaded for this supply, you can add a short description in the text field (e.g. "supply name, drinking water safety plan, date").

Confirm that your registration details are correct by checking the box, then click Next.

Step 5
Upload your drinking water safety plan on this same page by clicking Upload Document. The Document Description field is optional but is a useful place to note information that supports your plan. Once you've uploaded your document, confirm that the plan is accurate and complete by checking the box, then click Submit.

Step 6
To check that your drinking water safety plan has been submitted successfully, follow steps 1 to 3 of this guidance again. You plan should now be showing in the table of submitted documents.

See also Managing your drinking water safety plan (below).

Download a pdf of this guidance: Requesting to withhold information from the public register of drinking water supplies

This guidance explains how to request for information to be withheld from the public register of drinking water suppliesoutbound, and the factors we consider when assessing such requests. It also clarifies the interface with the registration process for drinking water supplies.

Under the Water Services Act 2021outbound, we're required to maintain a publicly available version of the register of drinking water supplies containing information specified in the Act. This is referred to as the ‘public register’. There are two key purposes for having a public register:

• To enable consumers, the public and organisations such as local authorities to find out about the water supplies in their local areas.
• To enable consumers to contact the people responsible for their water supply if there is a problem.

The public register includes some of the information provided by water suppliers when they register their water supplies with the Authority.

Information in the public register

The public register must include the following information:

• Legal name and contact details of the owner, including the trading name if applicable.
• Area the drinking water supply supplies (referred to as community on the public register).
• Number of persons expected to be using the drinking water supply.
• Legal name and contacts details of the drinking water supply operator, if different from the owner, and the operator’s trading name if applicable.
• Information that relates to the authorisation of the operator of the supply (if any). Note: there  is not an authorisation framework at this time.
• Any other information the Authority considers is in the public interest to disclose.

The following additional information will also be displayed on the public register:

• Supply name, identifier, supply type, registration status.
• Local authority: region and territorial authority.
• Regional Public Health Service.
• Acceptable solution: type of acceptable solution being used, if applicable.
• Supply components: active source type and identifier, treatment plant(s) name(s) and identifier(s), distribution zone(s) name(s,) identifier and population(s).
• Overall supply contact: contact name, contact organisation if applicable, relationship type (supply contact, owner, operator), contact email and phone number.
• Supply operator(s): organisation or contact name, trading name if applicable, relationship type (owner, operator, agent), contact email.
• Gazette notice link: This is displayed if the supply has been granted a general exemption from complying with a range of legislative requirements, or are within the description of a class of water supplier that is exempt from complying with a range of legislative requirements. 

Reasons for withholding information from the public register

Section 55(3) of the Water Services Act gives the Authority discretion to withhold information from the public register:

(3) The Authority may withhold any information from the publicly available version of the register if it considers it is in the public interest to do so, which may include the protection of—

(a) the privacy of natural persons; or
(b) the security of a drinking water supply.

The Authority is not required to withhold any information, but may do so where it considers it is in the public interest, including to protect the privacy of the natural persons or the security of a  drinking water supply.

Authorised Hinekōrako portal users for the water supply record and Authority staff will still be able to view the suppressed information in the registration record in Hinekōrako. The supporting information for a suppression is held separately from the registration record and is available only to people within the Authority with appropriate access authority. It is not available to the water supply portal users or the public generally.

Considering the public interest

The public interest test is whether it is in the public interest to withhold information from the public register. This includes considering two competing aspects:

a. The public interest of enabling consumers and the general public to find out about their own water supplier and water supply, or the water supplies in their local areas ,and to access the information that enables them to contact the water supplier, and
b. The public interest of protecting the:

i. privacy of natural persons who are involved in operating a water supply that supplies drinking water to other consumers
ii. security of a drinking water supply (e.g. to minimise the risk of malicious actions being taken that could create public health risks for consumers)
iii. other interests identified and advanced by the person seeking the suppression of public register details.

The default statutory position that certain details will be available on the public register – unless a decision is made to withhold those details – is also a factor when assessing public interest considerations.

When considering a request and supporting reasons or information, the Authority will take into account whether the information that the request relates to is already publicly available (e.g. on the companies, charities, or incorporated societies registers).

Submitting a request to withhold information during the registration process

During the registration application process, the registration contact (the person responsible for maintaining the registration record) can indicate that they intend to submit a request to withhold information from the public register.

The registration process will be completed as per normal within the 20 working days timeframe. No information about the supply will be included on the public register until an assessment of the withholding request has been completed.

The registration contact will receive an acknowledgement email from us that outlines the process and the email address to use to provide further information about the request to withhold.

Where the request relates to personal information about an individual (i.e. as owner, operator or overall supply contact) the supporting information for the suppression request can be provided directly to us by the individual concerned or their authorised agent/representative in a separate email to protect the individual’s privacy. 

Submitting a request to withhold information once a drinking water supply is registered

The registration contact may email the Authority directly requesting that information is withheld after the supply has been registered.

The request should be sent to OpsSupport@taumataarowai.govt.nz and include:

• requestor’s name, contact details and role in the supply (e.g. owner, operator)
• supply name, supply ID (to ensure the correct supply is identified by the Authority)
• list of the information items that are requested to be withheld
• reasons for the request and where appropriate, provide information in support of the request.

Where the request relates to withholding personal information about an individual included in the public register (i.e. as owner, operator or overall supply contact), the supporting information for the request can be provided directly to the Authority by the individual concerned in a separate email to protect the individual’s privacy.

The Authority will amend the registration record to withhold the information on the public register on an interim basis, pending the completion of the assessment process.

Requests to protect the privacy of natural persons

As the Water Services Act 2021 envisages that the name and contact details of the owner and operator are ordinarily displayed on the public register, there usually needs to be persuasive grounds for withholding such details.

Reasons that may justify the withholding of personal details include where the individual who is the subject of the request has reasonable cause for concerns about:

• their own safety and security
• the safety and security of their family or other contacts
• harassment of themselves or their family or other contacts.

Requests to withhold personal contact details that are also used for domestic purposes, such as a personal cell phone number, residential landline number or domestic email address may be granted without requiring further justification or supporting evidence on the basis of the asserted privacy interest in that information.

Alternatively, individuals who are owners, operators or overall supply contacts could consider establishing an incorporated society and using generic email addresses. An unincorporated group cannot be used as an owner.

For requests to withhold non-domestic personal details, supporting information must be provided. Information can include:

• a restraining order that is in force under the Harassment Act 1997
• a non-contact order under the Victims’ Orders Against Violent Offenders Act 2014
• a protection order under the Family Violence Act 2018 for the individual
• a declaration by a constable that he or she believes the publication of information that discloses, or is likely to disclose, the whereabouts of the applicant may prejudice the safety of the individual or their family, and that the circumstances that lead to this risk are still active
• other circumstances not included above where the individual’s safety or privacy (or their family’s) would be unreasonably prejudiced if the personal information was displayed, supported by evidence and a declaration that the information is accurate and provided in good faith.

The information submitted in support of a request will only be reviewed by the Authority staff involved in the processing of or decision on the request, and where necessary, by the Privacy Officer and authorising manager. The information will be stored in a restricted access location.

Reasons that are unlikely to justify the withholding of personal information – other than domestic contact details – on the public register include:

• not wanting the information to be publicly available
• a belief that the public register is unfair or unreasonable
• a belief that it is not necessary for the information to be available.

If a request to withhold the personal details of an individual is approved, it will be applied to all water supplies that the individual is connected within Hinekōrako at the time of the request. If the individual has a later connection to a different water supply, a new request must be submitted.

Requests to protect the security of the water supply

The location of the drinking water supply source and the abstraction points are not included on the public register. The Act doesn’t include this in the categories of information that must be displayed on the public register.

If a request is received to withhold the supply name or treatment plant name to protect the security of the water supply, sufficient information must be provided to explain the security concern. The physical addresses are not included on the register. This will be considered against the public interest of consumers and the public being able to find out about their own water supply or water supplies in the area. 

Other reasons for requests to withhold

The Water Services Act 2021 provides that the Authority may withhold any information about a water supply on the public register for any reason, if considered in the public interest to do so, not just personal information or security of the water supply.

The Authority will consider all relevant aspects of the public interest when assessing withholding requests made on grounds not discussed above.

Processing the request to withhold

The Authority will process a request to withhold information as quickly as possible. Generally, we will endeavour to do this within 20 working days, but it may take longer. The actual timeframe will depend on the nature of the withholding request.

The request must be confirmed at each renewal of the registration record for the relevant supply. A reminder email will be sent to the registration contact and the individual concerned (if the withheld information relates to personal information).

The Authority will take reasonable steps to confirm that the information needs to continue to be withheld before making the information available on the public register.

If a withholding request is approved, we will advise the requester/individual concerned by email:

• what information will be withheld
• if the approval results in no contact information for the water supply on the public register, a member of the public will be able to email the Authority and this will be forwarded to the water supply contacts (or the supply contacts will be contacted by the Authority)
• that owners and operators remain responsible for all duties and obligations for a supply, including responding to complaints or questions on the water supply from consumers or the public
• a reminder email will be sent 4 weeks prior to the registration renewal date advising that confirmation of the request to withhold is required, along with relevant supporting information.

If the provisional decision is that the request will not be approved, we will advise the requester by email:

• of the reasons for declining the request to withhold.
• that we will reconsider the request in light of any additional information the requestor chooses to provide within 10 working days (or any longer period the Authority may allow)
• that, if no further information is received, the Authority will remove the temporary withholding of the information after five working days from the date of notification of the final decision to decline, and the information will be displayed on the public register and an email will be sent at that time to the individual/requestor
• of their ability to make a complaint to the Ombudsman (requestor or affected individual) or the Privacy Commissioner (affected individual only)
• to tell the Authority if a complaint is made to the Ombudsman or the Privacy Commissioner, so the temporary withholding continues, pending the resolution of the complaint.

This guidance explains how to manage the details of your user profile in Hinekōrako.

Overview

To access the profile screen, sign in to Hinekōrakooutbound, click on your name at the top right corner of the screen and click  Profile.

The following explains the data that's recorded on the profile screen, including the allowable values for each entry and any other requirements.

A mandatory field (indicated by a red asterisk) means you must provide data in that field. 

There are different types of fields that allow different ways of recording data.

If you attempt to move on from the profile screen and haven't provided all mandatory data, or there's a problem with the data you've provided, one or more error messages will be displayed indicating the problem. If the problem is with a particular field, you can click on the link in the error message to go to that field.

Profile screen

The profile screen records the following details about you. Once you've entered the information, click Update to save the details.

Download a pdf of this guidance: Managing supply portal users (for supply administrators)

This guidance explains how, as a Supply Administrator, you can provide others with access to the supplies you administer and manage what they can and cannot do with respect to those supplies. 

As a Supply Administrator, you have administrator permissions within Hinekōrako, but only for the supplies that you have a supply relationship with. If you are a Supply Group Administrator, use the guidance under the next expandable heading.

Step 1
Log into Hinekōrakooutbound and click on Manage Users at the top of the page. If you can't see that link it means you're not a Supply Administrator and don't have permission to manage users.

The Manage Users screen shows three lists (see graphic below):

1. Pending Portal Users: a list of people who have been emailed an invitation to set up their portal user account, but who have not yet done so.
2. Manage Existing Portal Users: a list of people who currently have a portal account.
3.  Invite New Portal Users: a list of the people who have a relationship with one or more of the supplies you administer, but who have not yet been sent an invitation email.

If you cannot see a person you expect to see in one of these lists, it's likely because they don't have a relationship with one of the supplies you administer.

From here you can do one of three things:

• Send an invitation to a person who has not yet been sent one. Go to Step 2.
• Resend an invitation to a person who has been sent an invitation but has lost it or it has expired. Go to Step 4.
• Manage which supplies an existing user can see and what they can do with those supplies. You can also grant or remove Supply Administrator rights, controlling who can and cannot manage users. Go to Step 6.

Invite a new portal user

Step 2
Find the person you wish to invite to become a portal user and then click Invite User using the dropdown arrow at the end of their row in the Invite New Portal Users list.

Step 3
You’ll be taken to a screen where you can see the contact details of the person and a list of the supplies with which they have a relationship in the registration records. You can grant them access by:

1.       Selecting the role you want the user to have:

• Supply Administrator will give them the same rights you have: being able to update any data or submit any records to the Authority for supplies they have a supply relationship with, and invite and manage other users that have supply relationships with those supplies.
• Supply User will give them the rights to update data and submit records to the Authority for supplies they have a supply relationship with, but not manage users.
• Supply Read Only will allow them to view data but not update it.

2.       Selecting which supplies you want them to have access to in the portal by checking the Provide Access box for the supply.

3.       Clicking the Invite and Assert Identity checkbox. In doing so you're asserting that the person whose email the invitation is being sent to is the person you want to grant access to. This means the person will not need to confirm their identity when they set up their user account, which is a step that will be added to Hinekōrako in the future.

4.       Clicking Submit.

This will send an invitation email to the person’s email address, including a link that, when clicked, will start the process through which they will create their user account. 

You'll be returned to the Manage Users page, where you should now see the new user in the Pending Portal Users list.

Resend an invitation

Step 4
If a person you've invited to create a portal account has lost their email invitation or has been unable to set up the account because the invitation has expired, you can resend the invitation by choosing Resend Invite from the dropdown arrow at the end of their row in the Pending Portal Users list. Invitations expire after 14 days.

Step 5
You’ll be taken to a page where you can:

1. check and change the role you want to give them
2. check and change the supplies they will have access to
3. click Submit to send the new invitation email.

Manage existing users

Step 6
To manage the access of an existing portal user, on the Manage Users page click on the dropdown arrow at the end of that user’s row in the Manage Existing Portal Users section and choose Edit Access.

Step 7
You’ll be taken to a page where you can:

1. view the contact details for the person.  You cannot change their details.  Only they can update their profile.
2. change the supply role for the user (see Step 3 for an explanation of each role).
3. change which supplies the user has access to.  They can only access supplies they have a supply relationship with.

Make the required changes and click Submit. To remove the user's access entirely, uncheck the Has Supply Access box for all supplies.

Download a pdf of this guidance: Managing supply portal users (for Supply Group Administrators)

This guidance explains how to provide others with access to the supplies you administer and to manage what they can and cannot do with respect to those supplies.  This guide is for Hinekōrako users with the role of Supply Group Administrator.  This means you have administrator powers within Hinekōrako across all supplies in your supply group.

You can invite people to create a user account for the Hinekōrako supply portal, regardless of whether they have a supply relationship with a supply in your supply group. This includes creating the contact record of a person not currently connected to your supply.

Step 1
Log in to Hinekōrakooutbound then click on the Manage Users link at the top of the page. If you cannot see that link it means you are not a Supply Group Administrator and don’t have permission to manage users.

The Manage Users screen has three lists (see graphic below):

1. Pending Portal Users - a list of people who have been emailed an invitation to set up their portal user account, but who have not yet done so. 
2. Manage Existing Portal Users - a list of people that currently have a portal account.
3. Invite New Portal Users - a list of the people who are connected with the supply group, either because they have a relationship with one or more of the supplies in the group or have been created as a contact in this Manage Users section, but who have not yet been sent an invitation email.

From here you can do one of four things:

• Create a new contact record for a person you wish to invite by clicking Add New Contact.  Go to Step 2.
• Send an invitation to a person who has not yet been sent one. Go to Step 5.
• Resend an invitation to a person who has lost the invitation, or it has expired. Go to Step 7.
• Manage which supplies an existing user can see and what they can do with those supplies. You can also grant or remove administrator rights, determining who can and cannot manage supplies. Go to Step 9.

Create a new contact

Step 2
To add a new person to your supply group and invite them to set up a portal account, click Add New Contact.

Step 3
You’ll be taken to a screen where you can enter the contact details of the person, including their name, email address, phone number and physical and/or postal addresses.

Assign a supply role for the user - either:

• Supply Group Administrator, giving them the same rights as you: being able to update any data or submit any records to the Authority and invite and manage other users, for any supply within the supply group.
• Supply Group User, giving them the rights to update data and submit records to the Authority, but not to manage users, for any supply within the supply group.
• Supply Read Only, allowing them to view data withing the supply group but not update it.

Complete the details and click Next. Any errors (e.g. missing mandatory data or data in an invalid format) will be displayed, allowing you to correct the errors and click Next again.

Step 4
You’ll be taken to a screen where you can confirm the access requirements for your new contact.

Confirm (and correct if necessary) their name and supply role, then add or remove supply groups that the new contact will have access to. 

Click the Invite and Assert Identity checkbox. In doing so you are asserting that the person whose email the invitation is being sent to is the person you want to grant access to. This means the person will not need to confirm their identity when they set up their user account, which is a step that will be added to Hinekōrako in the future.

Click Submit and an invitation email will be sent to the person’s email address, including a link that, when clicked, will start the process by which they will create their user account. 

You'll be returned to the Manager Users page and should now see the person in the Pending Portal Users list.

Invite a new portal user

Step 5
Contacts who have one or more supply group relationships in the current supply group or supply relationships with one or more supplies in the current supply group, but don't have a Hinekōrako user account, can be invited to create a user account. These contacts are shown in the Invite New Portal Users list.

Find the person you want to invite to become a portal user and then click Invite User from the dropdown arrow at the end of their row in the list they appear in.

Step 6
You’ll be taken to a screen where you can see the contact details of the person and the option to choose which role the user will have once they have set up their portal account.

1. If you want the user to have access to all of the supplies in the supply group you administer, give them one of the following roles:

• Supply Group Administrator, giving them the same rights as you: being able to update any data or submit any records to the Authority and invite and manage other users, for any supply within the supply group.
• Supply Group User, giving them the rights to update data and submit records to the Authority, but not to manage users, for any supply within the supply group.
• Supply Read Only, allowing them to view data within the supply group but not update it.

Select which supply groups you want them to have access to by adding or removing supply groups you are administrating.

 2.   If you want the user to have access to only certain supplies in the supply group you administer, give them one of the following roles:

•  Supply Administrator, giving them the rights to update any data or submit any records to the Authority and invite and manage other users for the specific supplies you select.
• Supply User, giving them the rights to update data and submit records to the Authority for the specific supplies you select, but not to manage users.
•  Supply Read Only, allowing them to view data for the specific supplies you will select but not update it,

Select which supplies you want them to have access to in the portal by adding or removing supply access using the dropdown arrow at the end of each supply row. The supplies listed are only those the person has a supply relationship with. 

3.  Click the Invite and Assert Identity checkbox. In doing so you are asserting that the person whose email the invitation is being sent to is the person you want to grant access to. This means the person will not need to confirm their identity when they set up their user account, which is a step that will be added to Hinekōrako in the future.

4.  Click Submit.

This will send an invitation email to the person’s email address, including a link that, when clicked, will start the process by which they will create their user account. 

You'll be returned to the Manage Users page where you should now see the person in the Pending Portal Users list.

Supply roles

Supply group roles

Resend an invitation

Step 7
If a person you've invited to create a portal account has lost their email invitation or has been unable to set up their account because the invitation has expired, you can resend the invitation by choosing Resend Invite from the dropdown arrow at the end of their row in the Pending Portal Users list. Invitations expire after 14 days.

Step 8
You’ll be taken to a page where you can:

1. Check and change the role you want to give them. See Step 6 above for information on the roles.
2. For roles of Supply Administrator, Supply User and Supply Read Only, check and change the supplies they have access to. They can access only supplies they have a supply relationship with.
3. For roles of Supply Group Administrator, Supply Group User and Supply Group Read Only, check and change the supply group(s) they will have access to. Only supply groups administered by the requesting Supply Group Administrator can be added to the invited user.
4. Click Submit to send the new invitation email. 

Managing existing users

To manage the access of an existing portal user, on the Manage Users page click on the dropdown arrow at the end of that user’s row in the Manage Existing Portal Users section and choose Edit Access.

Step 9
You’ll be taken to a page where you can do a number of things:

1. View the contact details for the person.  You cannot change their details here.
2. Change the supply role OR supply group role for the user (see Step 6 for an explanation of each role).
3. For the roles of Supply Administrator, Supply User and Supply Read-only, check and change the supplies they have access to. They can access only supplies they have a supply relationship with.
4. For roles of Supply Group Administrator, Supply Group User and Supply Group Read Only, check and change the supply group(s) they have access to. Only supply groups administered by the Supply Group Administrator can be added or removed.

Make the required changes and click Submit. To remove the user’s access entirely remove each supply or supply group.

Download a pdf of this guidance: Renewing registration of a drinking water supply

When you log into the Hinekōrako portaloutbound, a blue banner at the top of the screen will alert you to any renewals due in the next 30 days and any overdue annual renewals.

Use either of the processes described below to renew your registration.

Accessing the annual renewal form

If you don't have a drinking water safety plan (DWSP) already saved to Hinekōrako, make sure you have one ready to upload before you start your renewal.

Option 1

If you want to view the supplies that have renewals due, click the link in the blue banner to view the renewals table. 

Use the dropdown menu at the end of the supply row to select Complete Registration Renewal.

Option 2

The In Progress Supply Registrations and Registered Supplies table also has the same dropdown menu for each supply. The Complete Registration Renewal option will be visible only for supplies that are within 30 days of their renewal date or are overdue for renewal.

Note that this option is not available for supplies showing in the Other Supplies table. If a renewal is due for any supply that has a supply status of Submitted, please use Option 1.

Completing the renewal form

Review the information in the renewal form. If you need to make updates, you can do this by editing the fields on this page as you go.

Any field marked * is a required field.

Editing supply components and relationships

If there have been any changes to your drinking water supply components (sources, treatment plants, etc.) or supply relationships, use the dropdown menu options to edit or remove records, or add new ones using the Add New buttons in the renewals form.

The Add New buttons will pop out another form for you to complete with the new details. Once you click Submit at the bottom of the form it will close and you will be able to continue with the annual renewal.

Editing your drinking water safety plan (DWSP)

Use the dropdown menu to view the existing DWSP or upload additional documents. If you need to upload a new DWSP, use the Add New Drinking Water Safety Plan button.

If details of your supply have been withheld from the public register of drinking water supplies and you would like that to continue, select Yes.

Confirming the renewal

You'll need to confirm (by checking the boxes) that the DWSP and supply registration details are accurate and up to date in the Confirmation section.

Click Submit.

Download a pdf of this guidance: Managing drinking water safety plans

This guide explains how to provide and then view the drinking water safety plan (DWSP) for your supply in Hinekōrako.

Before you provide your DWSP you'll need to have either confirmed your migrated supply or registered your new supply with the Authority. Your supply details need to be up to date - so please check before starting the process.

There are a number of details to enter, as prompted, before uploading and submitting your DWSP documents.

Starting the process

Step 1
Log in to Hinekōrakooutbound then find the supply for which you want to provide your DWSP from the list on the My Supplies home page.

Choose View Supply Details from the dropdown menu at the end of the supply row in the list.

Step 2
You'll be taken to the View a Supply screen. Select View/Add Drinking Water Safety Plans from the menu on the left.

Step 3
You'll be taken to the Drinking Water Safety Plans page. On this page, there are three categories:

• Draft Drinking Water Safety Plans
•  Submitted Drinking Water Safety Plans
• Superseded Drinking Water Safety Plans.

Any items listed in Draft Drinking Water Safety Plans can be viewed, edited or deleted by clicking on the small down arrow at the end of the row and making the appropriate selection.

Any items listed in Submitted Drinking Water Safety Plans can be viewed, have documents uploaded or closed and superseded by clicking on the small down arrow at the end of the row and making the appropriate selection.

On this page, you can also choose to Add New Drinking Water Safety Plan for your supply.

Creating a DWSP

Step 4
On this page, you provide some details about your DWSP and click Next to upload the DWSP documents.

Document upload

Step 5
Follow these steps to upload the DWSP and supporting documents:

1. Click Upload Document. This will open a pop-up screen where you can enter details of the document.
2. Choose the type of document. Choose Drinking Water Safety Plan Supporting Document if no other type fits. You need to upload at least one document with the type 'Drinking Water Safety Plan'.
3. Describe the document (optional) if you think it will help us better understand its contents.
4. Click Choose File and then browse to find and upload the files you want to add. Some file types can't be uploaded for security reasons and the maximum file size is 30Mb.
5. Click Submit.

Once you’ve uploaded the first file you can repeat the process to add other documents, if need be.

Once you’ve uploaded a document you can:

1. view its details by clicking the link in the Title column.
2. remove it by choosing Remove Document from the dropdown at the end of the row or update the document details by choosing Edit Document Details from the dropdown at the end of the row.

If you accidentally upload the incorrect document, you'll first need to choose Remove Document and then click Upload Document to fix the problem.

Step 6
Once you've completed all the information on this screen and uploaded your documents, click Submit. You’ll be taken back to the Drinking Water Safety Plans screen.

You can return to the My Supplies screen by clicking the menu option at the top of the page. From there you can select another of your supplies to Create Drinking Water Safety Plan.

Download a pdf of this guidance: Monitoring water quality - supply summary table

A supply summary table is available for each of your supplies. The information in the table aims to help you meet your drinking water quality obligations. You might see a banner at the top of the Hinekōrako homepage advising that a supply summary table is available to view.

To access the supply summary, either click the link in the banner or click the dropdown arrow next to Reporting and select Supply Summary.

The supply summary table shows the following, for each of your supplies:

• Status of the drinking water safety plan (DWSP).
• Presence or absence of protozoa and bacterial barriers.
• Whether residual disinfection is used.
• Confirmation of any submitted rules reports.

The information in the supply summary may be used to report on your supply in our annual Drinking Water Regulation Report. It's therefore important to ensure all your information in Hinekōrako is correct and up to date.

Information in each column

This section describes what each column in the supply summary table means. You can display further information by hovering over a tick or cross in the table.

Note:

•  a 🗸 generally indicates that a requirement applies and is satisfied
• a × generally indicates that a requirement applies and is not satisfied
•  NA (not applicable) generally indicates that the application of a requirement, or whether a requirement is satisfied, can’t be determined on the basis of the current registered information for the supply.

Acceptable Solution

This column shows whether a supply is registered as having adopted an Acceptable Solution. This is displayed as Yes, No or NA (Not Applicable – General Exemption applies). 

Drinking water safety plans (DWSP)

This column shows the status of your DWSP and is displayed as one of the following:

• Lodged. The supply has an active DWSP.
• Not Lodged. No active DWSP could be found for the supply. This will show as × in the table.
• Reviewed. The supply has an active DWSP that has been reviewed by the Water Services Authority - Taumata Arowai.
• Reviewed and Non-compliance Identified. The supply that has been reviewed by the Water Services Authority - Taumata Arowai and non-compliance was identified. If you need further information on the nature of the non-compliance, contact us at info@taumataarowai.govt.nz. 
• Not Applicable. A DWSP does not appear to be required as the supply is using an Acceptable Solution or a General Exemption is in place.

Protozoa barrier

This column indicates whether your supply is registered as having or lacking a protozoa barrier and is displayed as one of the following:

• Has protozoa barrier. All sources that appear to require protozoal treatment have source-plant relationship/s with treatment plant/s which have at least one form of treatment which may be suitable for removal of protozoa. This will show as a 🗸 in the table. This status does not reflect determination of compliance nor the effectiveness of the treatment plant to achieve the required protozoal removal.
• Lacks protozoa barrier. At least one source that appears to require protozoal treatment has been identified as having a source plant relationship to a treatment plant that does not appear to have a treatment process suitable for removal of protozoa. This will show as a × in the table.
• No valid source plant relationships. There are no active source-plant relationships recorded against the supply or the supply does not have a source-plant relationship with components owned by other supplies.
• Not applicable. The supply relies on either an Acceptable Solution or a General Exemption, or is a water carrier or linked supply, or all source/s of this supply do not appear to require protozoal treatment, e.g., source/s registered as Class 1 or Interim Class 1 according to the Drinking Water Quality Assurance Rules (the Rules). The supply may or may not require treatment of protozoa, but this cannot be determined from the registered information for the supply and the summary records this requirement as not applicable. This will show as NA in the table.

Bacterial barrier

This column indicates whether your supply is registered as having or lacking a bacterial barrier and is displayed as one of the following:

• Has bacterial barrier. All treatment plants associated with the supply appear to have chlorination, UV or ozone treatment. This will show as a 🗸 in the table. This status does not reflect determination of compliance nor the effectiveness of the treatment plant to achieve the required bacterial removal.
• Lacks bacterial barrier. At least one treatment plant does not have chlorination, UV or ozone treatment. This will show as a × in the table.
• No active plants. An active treatment plant could not be found to evaluate.
• Not applicable. The supply relies on either an Acceptable Solution or General Exemption, or is a water carrier or linked supply. The supply may or may not require treatment of bacteria, but this cannot be determined from the registered information for the supply and the summary records this requirement as not applicable. This will show as NA in the table.

Residual disinfection

This column indicates whether your supply is registered as having or lacking residual disinfection and is displayed as one of the following:

• Has residual disinfection. All treatment plants associated with the supply have chlorination and all distribution zones have implemented residual disinfection. This will show as a 🗸 in the table. This status does not reflect determination of compliance nor the effectiveness of the residual disinfection that has been implemented.
• Lacks residual disinfection. At least one treatment plant does not have chlorination or a distribution zone has not implemented residual disinfection. This will show as a × in the table. Some supplies may have a residual disinfection exemption. This status does not reflect whether a residual disinfection exemption has been granted.
• Missing plant and/or zone. An active treatment plant or distribution zone could not be found to evaluate.
• Not applicable. The supply has either an Acceptable Solution or a General Exemption, or is a water carrier, linked supply, community drinking water station or self-supplied building. The supply may or may not require residual disinfection, but this cannot be determined from the registered information for the supply and the summary records this requirement as not applicable. This will show as NA in the table.

Drinking Water Quality Assurance Rules (the Rules) reports received

This column indicates whether or not you have submitted a report on the Rules.

Read the Rules to understand more about your requirements to report here:  Drinking Water Quality Assurance Rules. 

• Rule reports submitted. Rule reports have been submitted for the previous year. This status does not reflect a determination of compliance with the requirements of the Rules.
• Rule reports submitted, issues identified. Rule reports have been submitted for the previous year, but issues related to completeness, consistency and/or data quality have been identified. Please check that all applicable Rules have been reported on as outlined in the Drinking Water Quality Assurance Rules.
• Rule reports attempted but not submitted. Our record of submissions indicates you have attempted to submit Rule reports but none has been successfully submitted.
• No Rule reports submitted. No Rule reports have been submitted in the previous year and no attempts are shown in our record of submissions. Note: Some supplies are required to follow the Rules but do not have any reporting requirements. 
• Not applicable. The supply either uses an Acceptable Solution or is under a General Exemption. This will show as NA in the table.

How to update this information

Updating supply information

Click on the Supply ID to navigate to the supply. From there, select Edit from menu on the left and update your supply details. 

Submitting DWQAR reports

From the Hinekōrako dashboard, click on the Reporting tab at the top of the screen and select DWQAR Reporting.