The Consent For Release document is a crucial legal instrument in Hong Kong's data protection framework, designed to facilitate the lawful sharing of personal information while protecting individual privacy rights. This document is essential when organizations need to collect, process, or transfer personal data, requiring explicit consent under the Personal Data (Privacy) Ordinance. It's commonly used in scenarios ranging from employment records and medical information sharing to financial data processing and academic record transfers. The document must be clear, specific, and informed, typically including details about data handling practices, retention periods, and the rights of data subjects. In Hong Kong's bilingual legal environment, these documents often need to be provided in both English and Chinese, particularly when intended for public use.
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1. Parties: Identifies the data subject (person giving consent) and the data user/controller (organization requesting consent), including full names, identification/registration numbers, and contact details
2. Background: Brief context explaining why the consent is being sought and the relationship between the parties
3. Definitions: Clear definitions of key terms used in the document, particularly technical terms or specific data categories
4. Scope of Consent: Detailed description of what personal data/information is being authorized for release
5. Purpose of Release: Specific purposes for which the information will be used, including any third parties who may receive the information
6. Duration of Consent: The period for which the consent remains valid, including start and end dates if applicable
7. Rights of the Data Subject: Statement of the individual's rights under the Personal Data (Privacy) Ordinance, including right to withdraw consent
8. Declaration and Signature: Formal declaration of consent and space for signatures, dates, and witness details if required
1. Third Party Recipients: Additional section required when personal data will be shared with or transferred to third parties, listing all intended recipients
2. Cross-border Transfer: Required when personal data will be transferred outside of Hong Kong, specifying destination countries and compliance measures
3. Sensitive Personal Data: Additional provisions required when the consent covers sensitive personal data such as medical records or financial information
4. Withdrawal Procedure: Detailed procedure for withdrawing consent, required when the consent mechanism is complex or involves multiple parties
5. Chinese Translation: Parallel Chinese text required when the document is intended for use with the general public in Hong Kong
1. Schedule 1 - Details of Personal Data: Comprehensive list of all personal data elements covered by the consent
2. Schedule 2 - Authorized Recipients: List of all authorized recipients of the personal data, including contact details and purposes
3. Schedule 3 - Processing Activities: Detailed description of how the personal data will be processed, stored, and protected
4. Appendix A - Withdrawal Form: Template form for withdrawing consent if required in the future
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Compliance
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Privacy Officer
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Financial Controller
IT Security Manager
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