Authorization To Disclose Personal Information Template for the Philippines

An Authorization To Disclose Personal Information is a legal document that grants permission for the sharing of your personal data between parties under Philippine law. This document is essential for ensuring compliance with the Data Privacy Act of 2012 (Republic Act No. 10173), which requires explicit consent before any personal information can be processed, transferred, or disclosed to third parties.

When do you need this document?

You need this authorization whenever your personal information must be shared across different organizations or entities. Common scenarios include employment background checks where employers need to verify your previous work history, medical situations where healthcare providers must share your health records with specialists or insurance companies, and educational transfers where schools need to disclose academic records to other institutions. Financial institutions also require this document when sharing your banking information with loan processors or credit agencies. Government agencies may request this authorization when coordinating services that require inter-agency data sharing, and employers often need it when outsourcing payroll or benefits administration to third-party service providers.

Key legal considerations

The authorization must clearly specify the scope of personal information being disclosed, including whether it involves sensitive personal information such as health records, financial data, or government identification numbers. Under the Data Privacy Act, sensitive personal information requires heightened protection and more explicit consent requirements. The document should identify all parties involved, including the data subject, the disclosing entity (information controller), and the receiving organization. You must specify the exact purpose for disclosure and ensure it aligns with legitimate business or legal needs. The authorization should include time limitations, defining how long the consent remains valid and when the disclosed information must be deleted or returned. Additionally, the document should address your rights as a data subject, including the right to withdraw consent, access disclosed information, and file complaints with the National Privacy Commission if violations occur.

Legal requirements in Philippines

Under Republic Act No. 10173 and its Implementing Rules and Regulations, the authorization must meet specific criteria to be legally valid. The consent must be freely given, specific, informed, and unambiguous, meaning you cannot be coerced into providing authorization and must fully understand what information is being shared and why. The document must comply with NPC Circular No. 16-01 when government agencies are involved, ensuring additional security measures for personal data in government systems. Information controllers and processors must implement appropriate organizational and technical security measures to protect disclosed information during transmission and storage. The authorization must specify data retention periods and destruction procedures once the purpose is fulfilled. Both disclosing and receiving parties must maintain records of the authorization and any subsequent data processing activities. Failure to comply with these requirements can result in administrative fines, criminal liability, and civil damages under the Civil Code of the Philippines, making proper documentation essential for all parties involved.