The Letter of Consent to Release Personal Information is a crucial document used in Hong Kong when organizations need to obtain explicit permission to handle personal data. It's designed to comply with the Personal Data (Privacy) Ordinance (PDPO) and related regulations enforced by the Privacy Commissioner for Personal Data. This document becomes necessary when collecting, processing, or sharing personal information beyond what might be covered in standard privacy policies or when specific, explicit consent is required. It typically includes detailed information about the data being shared, intended recipients, purpose of use, duration of consent, and the rights of the data subject. The letter serves as evidence of compliance with Hong Kong's data protection principles and helps organizations demonstrate their commitment to proper data handling practices.
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1. Date and Parties: Identification of the data subject (person giving consent) and the organization/person to whom consent is being given
2. Purpose Statement: Clear statement of the purpose(s) for which the personal information will be released and used
3. Information Details: Specific list or description of the personal information being authorized for release
4. Recipient Details: Identity and contact details of who will receive and process the information
5. Duration of Consent: Period for which the consent remains valid
6. Rights Statement: Statement of the data subject's rights under the PDPO, including right to withdraw consent
7. Declaration: Formal declaration of consent and confirmation of understanding
8. Signature Block: Space for signature, date, and identification details of the data subject
1. Third Party Disclosure: Additional section required when personal data may be shared with or transferred to third parties
2. Cross-border Transfer: Required when personal data will be transferred outside of Hong Kong
3. Special Categories: Additional declarations needed for sensitive personal data such as medical records or financial information
4. Parental Consent: Required when the data subject is under 18 years old
5. Witness Section: May be included when additional verification of consent is desired
6. Language Declaration: Required when the consent letter is bilingual or when the data subject's primary language isn't English or Chinese
1. Schedule A - Details of Personal Information: Comprehensive list of all personal information categories to be released
2. Schedule B - Authorized Recipients: List of all authorized recipients and their contact details, if multiple recipients
3. Schedule C - Specific Purposes: Detailed breakdown of all purposes for which the information will be used
4. Appendix 1 - Privacy Policy Reference: Reference to or excerpt of relevant privacy policy sections
5. Appendix 2 - Data Protection Rights: Detailed explanation of data subject's rights under PDPO
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