Data Release Form Template for England and Wales

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Key Requirements PROMPT example:

Data Release Form Template

I need a Data Release Form Template for sharing medical research data with a university partner, ensuring compliance with special category data requirements and including specific provisions for academic research purposes, with the release period starting from March 2025.

Document background
The Data Release Form Template serves as a crucial document for organizations operating under English and Welsh jurisdiction who need to formally document and authorize data sharing arrangements. This template is essential when organizations need to release data to third parties while ensuring compliance with UK GDPR and the Data Protection Act 2018. It provides a structured framework for documenting the purpose, scope, and conditions of data release, while incorporating necessary safeguards and compliance requirements. The template is particularly valuable in situations requiring clear audit trails of data sharing decisions and agreements.
Suggested Sections

1. Parties: Details of the data controller and recipient(s)

2. Background: Context and purpose of the data release

3. Definitions: Key terms used in the document including relevant legislative references to UK GDPR, DPA 2018, and other applicable laws

4. Data Description: Specific description of data being released and its classification

5. Purpose of Release: Permitted uses of the released data and processing limitations

6. Data Protection Obligations: Compliance requirements and safeguards under UK GDPR and DPA 2018

7. Security Measures: Required security controls and processes for data protection

8. Duration: Period for which the release is valid and data retention requirements

Optional Sections

1. International Transfers: Additional provisions for cross-border data transfers including adequacy requirements and appropriate safeguards

2. Special Category Data: Additional safeguards and requirements for processing sensitive personal data under Article 9 UK GDPR

3. Sub-processing: Terms and conditions for allowing third-party processing of the released data

Suggested Schedules

1. Data Specification Schedule: Detailed technical specification of the data being released including data fields and formats

2. Security Requirements Schedule: Detailed security measures, controls, and compliance requirements

3. Processing Activities Schedule: Detailed description of permitted processing activities and purposes

4. Contact Details Schedule: Key contacts for both parties including Data Protection Officers and emergency contacts

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Industries

UK GDPR: The UK General Data Protection Regulation - primary legislation governing data protection in the UK post-Brexit, setting out fundamental principles for personal data processing

Data Protection Act 2018: The UK's implementation of data protection laws, working alongside UK GDPR to provide a comprehensive data protection framework

PECR: Privacy and Electronic Communications Regulations - specific rules for electronic communications, including electronic marketing and cookies

Freedom of Information Act 2000: Legislation governing public access to information held by public authorities, relevant when public bodies are involved in data sharing

Health and Social Care Act 2012: Specific regulations regarding the handling and sharing of medical and healthcare data

Financial Services and Markets Act 2000: Regulations concerning the handling of financial data and information in the financial services sector

Common Law Duty of Confidentiality: Legal principle requiring information given in confidence to be kept confidential, particularly relevant in professional relationships

Contract Law Principles: General principles of English contract law that govern the formation and enforcement of data release agreements

Tort Law - Private Information: Legal principles regarding the misuse of private information and potential remedies for data breaches

International Data Transfer Requirements: Rules and requirements governing the transfer of personal data outside the UK, including adequacy decisions and appropriate safeguards

ICO Guidelines: Regulatory guidance from the Information Commissioner's Office on data protection compliance and best practices

EDPB Guidelines: European Data Protection Board guidelines that may be relevant for UK organizations dealing with EU data subjects

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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